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The Software Procurement Specialist will be responsible for managing software procurement, vendor partnerships, licensing, renewals, compliance, ServiceNow processes, reporting, and AI-enabled automation to drive operational efficiency and continuous improvement.

Responsibilities:

Procurement & Vendor Management

- Analyze software and technology-service requirements in partnership with internal stakeholders.
- Research, evaluate, and coordinate with vendors and suppliers to support sourcing decisions.
- Negotiate pricing, commercial terms, renewals, and contract conditions in coordination with relevant stakeholders.
- Process and track procurement requests, purchase orders, subscriptions, renewals, entitlements, invoices, and receiving activities.
- Resolve supplier, ordering, licensing, renewal, and invoicing issues in a timely manner.
- Identify cost-saving, consolidation, and value-optimization opportunities while maintaining business continuity.

Governance, Risk & Compliance

- Establish and follow procurement governance standards, approval controls, compliance checkpoints, and escalation paths.
- Maintain audit-ready records for purchases, contracts, approvals, renewals, entitlements, invoices, and supplier decisions.
- Support policy compliance, risk reviews, licensing controls, and appropriate segregation of duties.
- Partner with Legal, Finance, Security, and IT teams to ensure procurement activity meets organizational and contractual requirements.

ServiceNow & Process Integration

- Use ServiceNow to manage procurement requests, purchase orders, software assets, entitlements, renewals, and related workflow activities.
- Ensure procurement and software asset data is accurate, complete, and aligned across relevant processes and systems.
- Partner with ServiceNow administrators, developers, IT asset teams, and process owners to improve integration and workflow effectiveness.

Reporting, Metrics & Operational Insights

- Develop and maintain operational reports, dashboards, and performance metrics for procurement demand, renewals,



spend, savings, cycle time, compliance, and exceptions.
- Provide clear, concise updates and actionable insights to leadership and stakeholders.
- Maintain reliable source data and validate report outputs before distribution.

Automation, Copilot & AI Enablement

- Identify and prioritize opportunities to automate repetitive procurement, reporting, data-validation, notification, and documentation activities.
- Use Microsoft Copilot and other approved AI capabilities to support reporting, summarize information, draft documentation, and improve routine operational workflows.
- Evaluate functional automation and low-code workflow tools, including ServiceNow capabilities and other approved platforms, to reduce manual effort and improve process consistency.
- Define business requirements, expected advantages, controls, exception handling, and success measures for automation initiatives.
- Monitor automated workflows, validate outputs, address exceptions, and ensure automation follows organizational security, privacy, and governance requirements.

Documentation & Continuous Improvement

- Document current and future-state processes, business requirements, system enhancements, workflows, controls, test results, release notes, and standard operating procedures.
- Maintain version-controlled and user-friendly documentation that supports training, knowledge transfer, audit readiness, and operational continuity.
- Create feedback loops with users and process owners to measure adoption and improve the effectiveness of implemented enhancements.

Communication & Global Collaboration

- Collaborate effectively with onshore and offshore teams, suppliers,



and technical and non-technical stakeholders.
- Facilitate requirement-gathering sessions, communicate status and risks, and drive decisions and follow-up actions.
- Build productive relationships across IT, Finance, Legal, Security, Operations, and business functions.

Education and Experience:

- Bachelor's degree in supply chain management, Business Administration, Information Technology, or a related field is preferred; equivalent relevant experience will be considered.
- Proven experience in software or IT procurement, sourcing, vendor management, licensing, renewals, or software asset administration.
- Hands-on experience using ServiceNow for procurement, purchase orders, software asset management, entitlements, receiving, renewals, or related workflows.
- Experience working with global onshore and offshore teams in a cross-functional environment.

Functional & Technical Skills

- Strong understanding of software purchasing subscription management, renewals, vendor governance, and procurement controls.
- Ability to create and interpret operational reports, dashboards, metrics, and business insights.
- Experience identifying process-automation opportunities and translating business needs into clear workflow requirements.
- Practical exposure to Microsoft Copilot, approved AI-assisted tools, low-code platforms, workflow automation, or similar functional automation capabilities.
- Strong process-documentation skills, including requirements, workflows, controls, test outcomes, enhancements, and operating procedures.
- Strong analytical, organizational, negotiation, and problem-solving skills.

Preferred Knowledge

- Understanding of software licensing, software asset management, compliance, and audit practices.
- Familiarity with IT service management, financial controls, security reviews, and lifecycle contract activities.
- Experience supporting process improvement, user adoption, and change enablement initiatives.

Location and Work Set-up

- Pune, Maharashtra, India
- Work Mode: In Office

📌 Software Procurement Specialist (Pune)
🏢 Verdantas
📍 Pune