Licensing and Procurement Specialist - IT

R1 RCM India is proud to be recognized amongst India's Top 50 Best Companies to Work For™ 2023 by Great Place To Work® Institute. We are committed to transform the healthcare industry with our innovative revenue cycle management services. Our goal is to ‘make healthcare simpler’ and enable efficiency for healthcare systems, hospitals, and physician practices. With over 30,000 employees globally, we are about 14,000 strong in India with offices in Delhi NCR, Hyderabad, Bangalore, and Chennai. Our inclusive culture ensures that every employee feels valued, respected, and appreciated with a robust set of employee benefits and engagement activities.

Position Overview

The Licensing and Procurement Specialist is a key member of the IT Operations Software Asset Management team.  This role combines technical expertise, strategic procurement skills, and diligent administrative oversight.   

The ideal candidate will demonstrate a depth of knowledge regarding Microsoft products and licensing models, a keen analytical approach to license optimization, and a proactive stance in forecasting licensing requirements. In addition, the specialist will act as the primary liaison between internal stakeholders, Account representatives and third-party vendors, ensuring seamless license procurement, deployment, and compliance.

Key Responsibilities

End-to-End Microsoft license administration & procurement

• Oversee the day-to-day administration of Microsoft 365 licenses, including allocation, reallocation, and deactivation of licenses as organizational needs evolve.

• Maintain an accurate and up-to-date inventory of all active, inactive, and pending licenses using management tools and dashboards within the Microsoft 365 Admin Center and ServiceNow SAMPro

• Monitor license consumption and usage trends to identify opportunities for optimization and cost reduction.

• Collaborate with IT, HR, and department managers to ensure users have appropriate access and the right license assignments.

• Collaborate with Modern Work and other IT Infrastructure teams in driving license consolidation efforts across multiple Microsoft 365 environments.

Additional Key Responsibilities

• Procurement and Vendor Management

Lead procurement of licenses and manage renewals, upgrades, invoices, and approvals.

• Compliance & Audit Readiness
  Ensure adherence to Microsoft licensing agreements and organizational compliance policies. Prepare documentation and reports for internal and external audits.

• Budgeting & Forecasting
  Work closely with Finance to forecast license requirements, manage renewals, and optimize costs through proactive planning.

• Vendor Coordination
  Liaise with Microsoft and authorized resellers for procurement, renewals, and resolving licensing issues.

• Reporting & Analytics
  Generate regular reports on license utilization, cost trends, and compliance status for leadership review.

• Lifecycle Management
  Manage the full lifecycle of Microsoft licenses, including onboarding, offboarding, and transitions during organizational changes (e.g., mergers, acquisitions).

Procurement and Vendor Management:

• Lead the procurement process for new licenses, renewals, and upgrades, including developing purchase requisitions, managing approvals, and validating invoices. This includes both Microsoft as well as other vendors within the IT Operations space.

• Lead yearly Microsoft Enterprise Agreement true-ups

• Establish and maintain relationships with vendor representatives, authorized resellers, and licensing solution partners.

• Negotiate price, terms, and service-level agreements to maximize value and minimize risk to the organization.

• Stay up to date on license programs, offers, and changes to ensure the organization leverages the most advantageous options available.

Compliance and Audit Readiness:

• Ensure all licensing is fully compliant with Microsoft’s terms and conditions, as well as internal governance policies. Comply with internal policies, legal requirements, and audit standards. Maintain accurate documentation for audits and internal reviews.

• Participate in periodic software asset management (SAM) reviews and audits, working in concert with finance, legal, and IT security teams.

Reporting and Analytics:

• Generate routine and ad hoc reports on license utilization, spending, allocation, and forecasted needs for leadership and relevant stakeholders.

• Use analytics tools to interpret trends and identify areas for improvement in license usage, assignment, and procurement strategies.

Strategic Planning

• Participate in IT budget planning by providing forecasts for Microsoft 365 licensing costs based on current and projected user counts and organizational growth.

• Advise leadership on licensing strategies in line with digital transformation initiatives and emerging technology needs.

• Identify cost inefficiencies and drive license consolidation efforts

Required Qualifications

• Bachelor’s degree in information technology, Business Administration, or a related field, or equivalent relevant experience.

• Knowledge of ITIL Framework: Familiarity with ITIL processes, especially around Service Asset and Configuration Management (SACM).

• Comprehensive understanding of Microsoft 365 products, licensing models (per-user, per-device, E3/E5 plans, etc.), and the Microsoft 365 Admin Center.

• Ability to perform tasks in ServiceNow SAMPro software asset management module  including publisher normalization, license utilization reporting, and license reclamation.

• 3+ years of experience in IT asset management, license management, or procurement, preferably with direct experience in Microsoft 365 licensing.

• Cloud Licensing Knowledge: Understanding of licensing implications for hybrid and cloud environments, including Azure and SaaS applications.

• Strong proficiency in Microsoft Excel, Power BI, and other reporting tools for data analysis.

• Demonstrated negotiation and vendor management skills.

• Excellent organizational, analytical, and communication skills.

• Ability to collaborate with cross-functional teams and influence without authority.

• Strong attention to detail and commitment to data accuracy.

• Continuous Improvement Mindset: Ability to identify process gaps and implement improvements for better governance and efficiency.

Preferred Skills and Attributes

• Experience navigating Microsoft’s Enterprise Agreement (EA), Microsoft Customer Agreement (MCA), and Cloud Solution Provider (CSP) programs.

• Ability to communicate complex licensing concepts in clear, accessible language for non-technical stakeholders.

• Analytical mindset with a drive for continuous improvement and operational excellence.

• Self-starter with strong problem-solving abilities and initiative.

• Experience with Nexthink

• Excellent documentation and reporting skills for audits, renewals, and compliance reviews.

• Strong presentation and communication skills for executive-level reporting and decision-making.

Working in an evolving healthcare setting, we use our shared expertise to deliver innovative solutions. Our fast-growing team has opportunities to learn and grow through rewarding interactions, collaboration and the freedom to explore professional interests.

Our associates are given valuable opportunities to contribute, to innovate and create meaningful work that makes an impact in the communities we serve around the world. We also offer a culture of excellence that drives customer success and improves patient care. We believe in giving back to the community and offer a competitive benefits package. To learn more, visit: r1rcm.com

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