SaaS and Vendor Operations Analyst

Vibes•Chicago, IL

About The Position

Vibes is hiring a SaaS and Vendor Operations Analyst to own the processes for purchasing, licensing, and supporting its software and hardware. The role joins a small, fast-moving GRC and vendor management team, where many processes are still being built and the analyst will help shape them. The position reports to the Senior Program Manager. The analyst will maintain software and hardware inventories, manage licenses and usage, coordinate procurement and renewals, support vendor negotiations, organize contracts and approvals, and track spend. The role also connects access, licenses, and equipment with onboarding and offboarding. Success means preventing surprise renewals and inaccurate seat counts, achieving measurable savings, and making procurement a helpful partner to internal teams.

Requirements

At least 2 years of experience in software asset management, IT procurement, or vendor management.
Experience with renewals or negotiating pricing and terms.
Comfort working with auto-renewals, notice periods, price caps, and true-ups.
Strong spreadsheet skills, including analyzing usage data, recovering seats, and modeling future spend.
Experience with identity or SSO tools such as Okta, Google Workspace, or Microsoft Entra.
Detail-oriented, self-directed, adaptable, reliable, and able to manage multiple threads as priorities shift.
Professional and firm with vendors, and warm and responsive with colleagues.

Nice To Haves

Experience with hardware lifecycle management.
Ability to read a SOC 2 report and identify relevant information.
Experience with purchase orders, invoice matching, or RFPs.

Responsibilities

Maintain the application inventory and track who uses each application.
Manage software entitlements, true-ups, and seat recovery.
Run the renewal calendar and begin renewal work early to preserve negotiation leverage.
Maintain the workstation inventory and manage laptop procurement from purchase through retirement.
Support negotiations on vendor pricing and contract terms.
Organize signed agreements so they are readily accessible.
Route purchases to the appropriate Vibes signatory for approval.
Draft vendor risk assessments and gather evidence for in-scope vendors and applications; GRC validates the evidence.
Track software and hardware spend against plan and flag issues early with recommendations.
Coordinate access, licenses, and equipment with onboarding and offboarding.
Help build and improve vendor management and GRC processes.