Operations Lead - Software License Management

Wolters Kluwer; Pune District; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Wolters Kluwer is seeking an Operations Lead for LicenseOps on the EU and NA shift to oversee end-to-end software license operations, from demand intake to optimization, across business units, Sourcing, Procurement, SAM and Finance.

You will drive large-scale demand collection, validate licenses, manage catalogues, and optimize usage to ensure cost-effective utilization. This role provides foundational exposure to SAM processes and license administration.

Qualifications

• Basic understanding of SAM concepts and license models.
• Familiarity with procurement workflows and vendor portals.
• Ability to validate entitlement, allocation data, and accuracy.
• Proficiency in Excel and office tools for logs and trackers.
• Understanding of AD group management and user assignment workflows.

Responsibilities

• Request process & onboarding support; validate demand in Coupa.
• License assignment, portal administration; manage keys and reassignment.
• Catalogue management; maintain taxonomy and metadata accuracy.
• Financial allocation & reporting; support cost distribution.
• Optimization & usage management; reclaim unused licenses.
• Demand collection & validation via automated systems.
• General troubleshooting; maintain audit trails for LicenseOps.

Skills

SAM basics

Data validation

Communication

Attention to detail

Analytical thinking

Tools

Coupa

Excel

Vendor portals

AD group tooling

Job description

Operations Lead - LicenseOps (EU and NA Shift)

About the Role

As a LicenseOps Operations Lead, you will support end-to-end software license operations across the lifecycle—from demand intake and assignment to optimization and financial allocation. You will act as a key coordination point between Business teams, Sourcing, Procurement, SAM, and Finance to ensure accurate entitlement management and cost-effective utilization of software licenses. This entry-level operations role provides foundational exposure to software asset management processes, SaaS license administration, centralized portal management, and continuous optimization practices used across Wolters Kluwer.

Responsibilities

1. Request Process & Onboarding Support standardized demand intake and validate requests received through Coupa. Act as the bridge between Business, Sourcing, and Procurement for license onboarding and procurement workflow coordination. Validate pricing, run basic process tests, and ensure completeness of demand details. Check license availability, validate demand accuracy, and coordinate order fulfillment with Procurement teams.
2. License Assignment & Portal Administration Validate accuracy of assignee lists and perform license assignment on relevant vendor portals. Manage license keys and share them securely with end users. Maintain strict controls (e.g., ensuring assignments occur only to WK domain IDs). Support troubleshooting for activation issues or failed license deployments. Handle license reassignment and updates across AD groups as needed.
3. Catalogue Management Maintain and update the WK Software Catalogue, ensuring product entries, naming conventions, and entitlement information remain accurate and current. Apply the approved software taxonomy to categorize software consistently across all vendors, product families, deployment types, and entitlement structures. Support the onboarding of new software by adding catalogue entries and ensuring they meet classification and metadata standards. Collaborate with SAM, Procurement, and GIS teams to validate catalogue accuracy and ensure alignment with sourcing strategies, optimization analysis, and lifecycle management needs. Assist in expanding catalogue coverage as additional portals, tools, or vendor ecosystems are brought under LicenseOps management.
4. Financial Allocation & Reporting Generate active user lists and work with Finance teams to build cost allocation logic. Update and streamline cost allocation to correct BUs/CUs, currently aligned to renewal cycles but expanding to quarterly validation. Maintain supporting documentation for cost distribution and license usage.
5. Optimization & Usage Management Conduct quarterly assessments of license entitlement vs. usage to identify optimization levers (e.g., reclaiming unused licenses). Review terminated/inactive users, revoke unused licenses, and notify non-users. Harvest licenses for reuse to maximize spend efficiency and support optimization efforts.
6. Demand Collection & Validation Drive large-scale demand collection using automated systems and coordinated follow‑ups. Conduct reminders via multiple channels to maximize response rates. Finalize validated demand to enable Sourcing to negotiate effectively (consistent with the process challenges discussed in 7. General Troubleshooting & Support).
7. General Troubleshooting & Support Support users with license access issues, AD group corrections, or reassignment requirements. Maintain accurate audit trails for assignments, revocations, and portal actions. Ensure alignment with LicenseOps processes reflected in ongoing operational reviews.

Skills Technical & Process Skills

• Basic understanding of Software Asset Management (SAM) concepts, license models, and SaaS portals.
• Procurement workflow familiarity -requisitions, order routing, approvals, and vendor portals.
• Data accuracy and validation -able to verify assignee lists, entitlement counts, and allocation data.
• Proficiency in Excel and Microsoft Office for maintaining logs, allocation files, and demand trackers.
• Understanding of AD group management and user assignment workflows.

Operational & Soft Skills

• Attention to detail: Required for portal updates, license key distribution, and validation checks.
• Analytical thinking: Ability to interpret usage vs. entitlement data and flag optimization opportunities.
• Communication: Clear written and verbal communication with Business, Procurement, Sourcing, and Finance stakeholders.
• Coordination & follow‑ups: Ability to run structured follow‑up cycles during demand collection.
• Team collaboration: Works effectively with SAM, Finance, Procurement, and LicenseOps teams.
• Time management: Ability to meet deadlines during renewals, quarterly validation cycles, and optimization reviews.

Our Interview Practices

To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we're getting to know you - not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process. Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.

Experience Level Senior Level