Senior IT Asset Management Specialist

PsiQuantum•Milpitas, CA

18h

About The Position

PsiQuantum is seeking a highly analytical, process-driven SaaS Asset & Renewal Management Specialist to own the lifecycle of enterprise SaaS renewals, licensing, true-ups, usage optimization, and audit readiness. The role uses data and automation to create a predictable, scalable renewal process, provide early visibility into upcoming renewals, identify underutilized licenses, improve forecasting accuracy, and reduce unnecessary software spend. The specialist will manage renewal workflows through Jira, optimize licenses and SaaS costs, negotiate with vendors, maintain contract and entitlement records, support software audits, and produce data-driven reporting for IT and Finance leadership. The role also uses NetSuite or similar ERP and procurement platforms to manage purchase orders, vendor records, software expenses, and renewal schedules, while partnering with IT, Security, Finance, Legal, Procurement, and business owners.

Requirements

Experience in SaaS management, Software Asset Management, IT procurement, FinOps, or vendor management.
Proven ownership of enterprise SaaS renewals and software licensing.
Experience managing multi-million-dollar SaaS portfolios.
Strong knowledge of per-user, consumption-based, tiered, and enterprise licensing models.
Experience performing software true-ups and license reconciliations.
Experience supporting vendor licensing audits.
Advanced Excel and data analysis skills, with experience building dashboards or BI reporting.
Strong Jira experience, including workflows, dashboards, issues, and project management.
Experience automating renewal tracking, notifications, approvals, and reporting.
Experience with NetSuite or similar ERP or procurement platforms.
Strong contract negotiation and financial analysis skills.

Responsibilities

Own the end-to-end SaaS renewal lifecycle, from intake and forecasting through negotiation, approval, purchase order, and execution.
Build and maintain automated renewal tracking, including 30-, 60-, 90-, and 120-day notifications, escalation workflows, and ownership.
Manage renewal workflows, approvals, tasks, and reporting through Jira; develop standardized workflows and dashboards for renewal status, owners, deadlines, risks, savings, and approvals.
Automate renewal tracking and integrate renewal systems to reduce manual work.
Establish and track KPIs for renewal cycle time, forecast accuracy, savings, and on-time completion.
Analyze license assignment, utilization, adoption, and consumption data across SaaS platforms.
Identify unused, underutilized, duplicate, and over-provisioned licenses; perform license reconciliations and true-ups before renewals.
Model renewal scenarios based on historical usage, growth, headcount, and forecasted demand.
Recommend license right-sizing, consolidation, tier changes, and contract restructuring, and track realized and avoided costs.
Negotiate SaaS pricing, renewals, enterprise agreements, and true-ups; benchmark pricing and terms against historical and market data.
Maintain centralized contract, pricing, entitlement, renewal, and ownership records.
Partner with Legal and Procurement on contract reviews and redlines; track contractual obligations, notice periods, auto-renewal clauses, price increases, and termination requirements.
Maintain accurate license entitlement and deployment inventories; lead internal software license reconciliations and support vendor audits.
Maintain software audit documentation and evidence, identify licensing gaps and financial exposure, and establish repeatable controls for entitlement, deployment, usage, and purchasing data.
Build dashboards for SaaS spend, utilization, renewal pipeline, savings, true-ups, and forecast accuracy.
Develop data-driven renewal recommendations and provide quarterly and annual SaaS portfolio reporting to IT and Finance leadership.
Track KPIs including utilization, cost per active user, savings, unused licenses, upcoming renewal exposure, and forecast versus actual spend.
Use NetSuite to manage purchase orders, vendor records, software expenses, and renewal schedules.
Reconcile SaaS contracts and actual spend against budgets and forecasts; partner with Finance on accruals, budgeting, forecasting, and multi-year commitments.
Maintain audit-ready financial and procurement documentation.
Partner with IT, Security, Finance, Legal, Procurement, and business owners throughout the renewal lifecycle.
Establish application owners and approval accountability, integrate onboarding and offboarding data into license optimization, and support enterprise-wide SaaS rationalization and consolidation.