Associate Tech Tools & Contracts - instashop

As an Associate Tech Tools & Contracts , you will support the management of SaaS, cloud platforms and licensed technology tools across the organization. You will act as a central point of coordination between IT, Finance, Procurement, Legal, vendors and internal stakeholders to ensure technology tools are effectively tracked, governed and optimized. You will be responsible for maintaining visibility over the technology tool landscape, monitoring costs and usage, coordinating contract renewals, supporting invoice management and identifying opportunities to optimize licenses and reduce unnecessary spend. Key Responsibilities Maintain an accurate and up-to-date inventory of SaaS, cloud platforms and licensed technology tools, including ownership, costs, billing frequency, usage and renewal dates. Track technology spend and prepare regular reports covering tool-level and department-level costs. Analyze cost trends and identify unexpected increases, discrepancies and opportunities for optimization. Maintain a forward-looking contract and renewal calendar, ensuring upcoming renewals are reviewed with sufficient lead time. Coordinate contract renewals with relevant stakeholders, including Procurement, Legal, Finance and vendors. Track tools being onboarded and offboarded across different departments. Monitor tool and license utilization to identify unused licenses, underutilized tools and duplicate subscriptions. Support Software Asset Management by tracking software licenses, quantities and entitlements against actual usage. Recommend adjustments to license quantities based on utilization and business requirements. Communicate with technology vendors regarding billing queries, account changes, renewals and contractual matters. Review and validate technology-related invoices and ensure they contain the information required for payment processing. Follow up on missing, delayed or incorrect invoices and support the resolution of billing discrepancies. Track tools contracted at group level and reconcile related costs against expected usage. Identify potential duplication between centrally contracted tools and locally managed subscriptions. Support compliance and risk management by identifying technology tools that may require additional review, including tools with access to customer or personal data. Partner with internal departments to identify tool owners and establish clear accountability for technology subscriptions. Support the development and documentation of processes related to tool procurement, renewals, invoicing, reporting and software asset management. Identify opportunities to automate manual activities such as renewal reminders, cost reporting and anomaly tracking. Bachelor’s degree in Business Administration, Finance, Information Technology, Management Information Systems or a related field. Previous experience in technology operations, SaaS management, software asset management, procurement, vendor management, finance operations or a similar role. Strong analytical skills with the ability to work with cost, usage and licensing data. Good understanding of contracts, subscriptions, invoicing and renewal processes. Strong Excel or Google Sheets skills and confidence working with trackers, reports and large sets of data. Strong organizational skills with the ability to manage multiple tools, vendors, contracts and renewal timelines simultaneously. Good stakeholder management and communication skills, with the ability to coordinate across IT, Finance, Procurement, Legal and business teams. Strong attention to detail, particularly when working with invoices, contracts, licensing information and financial data. A proactive mindset with the ability to identify gaps, inefficiencies and opportunities for improvement. Experience with SaaS management or Software Asset Management tools would be an advantage. What Success Looks Like Success in this role means creating clear visibility and control over the organization's technology tool landscape. You will help ensure that tools and licenses are properly tracked, renewals are proactively managed, unnecessary costs are identified, invoices are processed accurately and technology spend is continuously optimized. You will also contribute to building scalable processes that move technology tool management from manual tracking toward a more structured, automated and data-driven operation.