IT Vendor and Contract Manager

Texas State Technical College; Waco (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

Texas State Technical College in Texas seeks an IT Vendor and Contract Manager to oversee vendor relationships, software licensing, procurement, and contract administration. You will track renewals, manage licensing, reconcile invoices, and ensure audit-ready documentation across IT and finance teams.

The role emphasizes cross-functional collaboration, attention to detail, and timely reporting to support cost control and compliance in a regulated procurement environment.

Qualifications

• Associate's degree in Business, Information Technology, Finance, Procurement, Public Administration, or a related field. Three years of experience in vendor management, procurement support, contract administration, financial operations, IT asset management, or a related operational support function.
• Experience supporting software renewals, vendor relationships, contract documentation, purchase requisitions, purchase orders, invoice reconciliation, and procurement activities.
• Experience maintaining operational records, tracking deadlines, reconciling financial information, and coordinating documentation across multiple stakeholders.
• Proficiency with Microsoft Excel, Google Sheets, ERP systems, procurement systems, or similar business applications.

Responsibilities

• Coordinate the operational administration of IT vendor relationships, maintain vendor records, software subscriptions, licensing documentation, contract files, renewal schedules, and procurement records.
• Prepare, monitor, and follow purchase requisitions, purchase orders, software renewals, technology acquisitions, and vendor documentation; support invoice approvals and vendor payments.
• Maintain inventories of software licenses, subscriptions, technology services, and other assets; monitor licensing quantities and cost allocations.
• Serve as the primary operational contact for vendor coordination, renewals, licensing, invoicing, and contract administration.
• Develop, maintain, and distribute reports, dashboards, inventories, and documentation related to vendor contracts, renewals, and procurement activity.
• Evaluate and implement process improvements to enhance efficiency and accuracy in vendor management.

Skills

Vendor coordination

Contract administration

Financial reconciliation

Documentation management

Cross-functional communication

Process improvement

Record keeping

Education

Associate degree

Three years of vendor management experience

Bachelor’s degree (preferred)

Tools

Microsoft Excel

Google Sheets

ERP systems

Procurement platforms

IT Service Management platforms

Job description

Overview

The IT Vendor and Contract Manager supports the operational lifecycle of Information Technology vendor relationships, software licensing, technology procurement, contract administration, billing reconciliation, and technology asset management. Working collaboratively with Information Technology, Procurement, Finance, vendors, and institutional stakeholders, this role ensures technology-related purchases, software renewals, vendor agreements, and allocated technology assets are accurately coordinated, documented, and maintained in accordance with institutional policies and operational requirements. The position serves as the primary operational resource for vendor administration, procurement coordination, software renewals, contract tracking, licensing compliance, invoice reconciliation, and operational reporting. Through strong organization, attention to detail, and cross-functional collaboration, the role supports efficient vendor management processes, accurate financial documentation, and effective stewardship of Information Technology resources.

Responsibilities

• Vendor & Contract Administration: Coordinate the operational administration of IT vendor relationships by maintaining vendor records, software subscriptions, technology service agreements, licensing documentation, contract files, renewal schedules, and procurement records. Track contract terms, renewal requirements, vendor contacts, pricing, licensing information, and required action dates to support timely and compliant contract administration.
• Technology Procurement & Financial Coordination: Prepare, monitor, and follow purchase requisitions, purchase orders, software renewals, technology acquisitions, and vendor documentation. Collaborate with Procurement, Finance, vendors, and institutional stakeholders to obtain quotations, statements of work, licensing documentation, contract amendments, and purchasing documentation while supporting invoice approvals, vendor payments, billing reconciliation, and accurate financial documentation.
• Software Licensing & Technology Asset Management: Maintain accurate inventories of software licenses, subscriptions, technology services, mobile devices, hotspots, and other allocated technology assets. Monitor licensing quantities, authorized users, service plans, technology assignments, vendor agreements, and cost allocations to support compliance, operational visibility, and lifecycle management.
• Vendor Relations & Operational Support: Serve as the primary operational point of contact for vendor-related coordination, including renewals, purchasing documentation, licensing, invoicing, service concerns, and contract administration. Support vendor evaluations by maintaining documentation related to service quality, responsiveness, billing accuracy, contract compliance, and renewal activities while fostering productive working relationships with vendors and institutional partners.
• Reporting, Documentation & Compliance: Develops, maintains, and distributes reports, inventories, dashboards, and operational documentation related to vendor contracts, software renewals, procurement activity, technology assets, purchasing status, and financial obligations. Maintain organized, audit-ready documentation supporting procurement reviews, compliance activities, budget planning, and operational reporting.
• Continuous Improvement: Evaluate vendor administration, procurement coordination, contract tracking, documentation standards, billing reconciliation, and renewal processes to identify opportunities for operational improvement. Support implementation of approved process enhancements that improve efficiency, documentation quality, financial accuracy, and consistency across IT vendor management activities.

Qualifications

• Education & Experience – Minimum Qualifications: Associate's degree in Business, Information Technology, Finance, Procurement, Public Administration, or a related field. Three years of experience in vendor management, procurement support, contract administration, financial operations, IT asset management, or a related operational support function. Experience supporting software renewals, vendor relationships, contract documentation, purchase requisitions, purchase orders, invoice reconciliation, and procurement activities. Experience maintaining operational records, tracking deadlines, reconciling financial information, and coordinating documentation across multiple stakeholders. Experience using Microsoft Excel, Google Sheets, ERP systems, procurement systems, or similar business applications to support purchasing, reporting, and operational administration. Strong organizational skills with the ability to manage multiple priorities, deadlines, and operational activities simultaneously. Excellent verbal and written communication skills with the ability to communicate effectively with vendors, technical staff, Finance, Procurement, leadership, and institutional stakeholders.
• Preferred Qualifications: Bachelor’s degree in Business, Information Technology, Finance, Procurement, Supply Chain Management, Public Administration, or a related field. Experience in IT, higher education, state government, or another regulated procurement environment. Experience supporting software asset management, lifecycle administration, vendor performance monitoring, or contract administration. Experience utilizing ERP systems, procurement platforms, financial systems, or IT service management platforms. Knowledge of software licensing models, subscription renewals, cloud services, maintenance agreements, and technology procurement practices. Relevant experience may be considered in lieu of a degree where required for accreditation or regulatory obligations.

Skills & Abilities

• Coordinate multiple vendor relationships, procurement activities, software renewals, and contract administration responsibilities simultaneously.
• Interpret purchasing documentation, vendor agreements, licensing information, invoices, and financial records.
• Prepare operational reports, dashboards, inventories, and documentation supporting procurement and vendor management.
• Identifybilling discrepancies, reconcile financial information, and coordinate issue resolution with vendors and institutional stakeholders.
• Communicate effectively with technical and non-technical stakeholders through written and verbal channels.
• Maintain organized, accurate, and audit-ready records to support procurement, contract administration, and technology asset management.
• Identify opportunities for process improvement and support implementation of operational enhancements.

Core Competencies

• Vendor & Cost Management: Supports vendor partnerships, provides cost information, licensing data, and documentation to support purchasing and renewal decisions.
• Vendor Relationship Management: Build and maintain productive vendor relationships; participate in renewal and pricing discussions to support informed decision-making.
• Procurement Coordination: Apply knowledge of purchasing procedures and workflows to support timely acquisition of technology products and services.
• Contract & Renewal Management: Maintain records of renewals, terms, pricing, and milestones; monitor milestones for timely renewals and compliance.
• Financial Accuracy: Track financial obligations, POs, invoices, and cost allocations; reconcile documents for reporting.
• Documentation: Create and organize procurement records and licensing information to support compliance and audit readiness.
• Communication: Maintain clear, timely communication with vendors and stakeholders.
• Accountability: Accept ownership of vendor management responsibilities and ensure timely delivery.
• Responsiveness: Respond promptly to inquiries and procurement requests.
• Problem Solving: Identify issues, coordinate resolution with vendors and stakeholders.
• Security & Compliance: Protect confidentiality and security of vendor, financial, licensing, and contracting information.
• Quality Control: Ensure accuracy and compliance of vendor documentation, invoices, and records.
• Job Knowledge / Performance: Demonstrate advanced knowledge and consistently high-quality work.
• Ownership / Accountability, Teamwork / Service, Planning & Execution, Critical Thinking & Judgment, Leadership: Lead with initiative, collaborate across departments, prioritize and execute effectively.

Additional Information

• Extra Duties: This job description outlines general responsibilities; additional duties may be assigned by leadership as needed.
• Equal Opportunity Employer: Texas State Technical College (TSTC) is an equal opportunity employer and complies with all applicable federal and state laws regarding nondiscrimination. TSTC does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
• Employment Eligibility Verification: If hired, you will be required to complete the federal I-9 form and present documents to prove identity and authorization to work in the United States. Documents must be provided no later than the third day of employment.
• Background Checks: A criminal history background check will be required for finalist(s).
• Note: TSTC’s statewide role and mission is to support Texas, in partnership with business and industry, government agencies, and other educational institutions. Information about campus safety and related reports is available on the Clery Act Information page at tstc.edu/cleryact.