Our client is based in the North West BRits district. And they are currently seeking a IT Software Asset Administrator to join their teamm

OVERALL PURPOSE OF THE JOB: IT SOFTWARE ASSET ADMINISTRATION

The primary purpose of this role is to manage and administer Software Asset Management (SAM) activities throughout the software lifecycle to ensure compliance cost optimization accurate record keeping and alignment with IT Governance standards. This role focuses primarily on the administrative governance reporting and coordination functions of Software Asset Management including call management license renewals query resolution register maintenance procurement coordination and audit readiness.

The IT Software Asset Administrator will ensure the software repository licensing register and associated documentation remain accurate up-to-date and auditable at all times. This role will also serve as a trained relief resource for Hardware Asset Administration and IT Procurement Administration during leave cycles to ensure continuity of services across all supported sites. The employee will report directly to the IT Coordinator: Assets who will retain primary management responsibility for performance management governance oversight workload allocation development and overall accountability.

When performing procurement-related relief duties The employee will report functionally to the IT Financial & Procurement Process Owner for process guidance procurement compliance financial governance alignment and related escalations.
When deployed onsite in a relief capacity The employee will report operationally to the relevant Site IT Operations Manager for day-to-day operational coordination site priorities and service delivery alignment.

MAIN RESPONSIBILITIES/TASKS

Software Register & Repository Management

• Maintain and continuously update the centralized Software Asset Register.
• Ensure all software license entitlements purchase records agreements invoices and deployment data are accurately recorded and auditable.
• Capture license keys maintenance agreements renewal dates and subscription models within the approved repository.
• Ensure alignment between procurement documentation deployed licenses and entitlement records.
• Investigate and resolve discrepancies mismatches or repository exceptions and escalate where required.
• Ensure all supporting documentation is stored correctly for audit and governance purposes

License Renewals & Subscription Management

• Track all software renewal dates maintenance agreements and subscription cycles.
• Proactively initiate renewal processes in line with procurement timelines.
• Coordinate RFQs and renewal quotations with Procurement and Vendors.
• Ensure approvals are obtained timeously to prevent service interruption.
• Maintain a renewal calendar and provide proactive reporting to management.
• Escalate renewal risks that may impact operational continuity.

Call Management & Query Resolution

• Effective ticket management via the approved call logging tool within agreed SLAs.
• Log accept track update and close software-related calls within SLA targets.
• Ensure accurate journal entries and status updates for audit trail purposes.
• Resolve and coordinate user licensing queries subscription issues and vendor-related matters professionally.
• Escalate unresolved issues to IT Coordinator: Assets or relevant stakeholders.
• Aim for 100% customer satisfaction and SLA compliance.

Software Procurement Coordination

• Initiate and coordinate software procurement requests in line with company procurement processes.
• Create and manage RFQs via the call logging system.
• Liaise with IT Procurement Administrators to ensure orders are processed timeously.
• Ensure purchase orders align with approved quotations.
• Ensure goods receipt and invoice verification processes are completed.
• Ensure documentation is distributed to relevant stakeholders for asset register updates.
• Where required support the IT Procurement Administrator with the preparation and compilation of documentation for Procurement Committee presentations single source/sole supplier motivations capital vote submissions and other governance-related procurement documentation.

Projects & Change Management

• Participate in Software Asset Management-related projects.
• Support IT refresh programs where software licensing is impacted.
• Attend Change Advisory Board (CAB) meetings where required.
• Perform administrative change management tasks.
• Ensure software licensing implications are considered in change processes.

RELIEF FUNCTION: HARDWARE & PROCUREMENT ADMINISTRATION
The employee will be cross-trained internally to provide relief support during leave periods for:

• IT Hardware Asset Administrator
• IT Procurement Administrator

This includes operational deployment to the following sites when required:

• Lydenburg
• Brits
• Thabazimbi

The relief function is not limited to the sites listed above and may extend to any current or future company operations as determined by management based on operational governance or business continuity requirements.

WORK CONDITIONS:

• Overtime may be required.
• Sitting for extended periods.
• Physically able to participate in deliveries audits sessions presentations and meetings.
• Travel may be required for meetings or training.
• To be onsite to support the site IT Operations Manager IT Coordinator Assets and technical team members.
• Lifting and transporting moderately heavy objects such as computers and peripherals.

FORMAL MINIMUM QUALIFICATIONS REQUIRED:

• Valid Matric Certificate.

ADVANTAGEOUS:

• ITIL v4 Certificate.
• Possess IAITAM Certification such as CHAMP CSAM and CITAM.
• Strong knowledge of contract licensing and data privacy regulations/laws and best practices.
• Strong knowledge of IT Service Management processes as well as experience with Discovery toolsets.
• Strong understanding of store management principles stock replenishment processes inventory control and procurement/buying concepts and procedures.
• 2 years Software Asset Management experience or relevant Asset / Procurement / Stores Administration experience

JOB-RELATED EXPERIENCE REQUIRED:

• Practical experience working with stock control and inventory management within a controlled stores environment.
• Experience managing stock levels re-order thresholds and stock replenishment processes.
• Experience in issuing and booking in stock including goods receipt and documentation control.
• Experience maintaining accurate stock registers and performing reconciliations.
• Understanding of warehouse/store controls asset tagging and inventory traceability principles.
• Exposure to procurement processes including RFQs purchase requisitions purchase orders and invoice verification.
• Foundational understanding of financial administration principles including commitments accruals budgeting and cost control.
• IT Financial Planning/Tracking knowledge (advantageous).
• Working knowledge of ITIL processes (advantageous but not mandatory).
• Experience working with call logging or ticket management systems.
• Strong record keeping governance and audit readiness experience.
• Exposure to asset lifecycle management (procurement deployment maintenance retirement disposal).
• Experience working in a regulated compliance-driven or operational environment (e.g. mining industrial corporate services).

JOB-RELATED SKILLS REQUIRED:

• Strong interpersonal and communication skills (listening verbal and written).
• Methodical and strong administrative skills with high attention to detail.
• Highly organised with strong task planning and prioritisation abilities.
• Strong client service orientation with the ability to engage professionally at all organisational levels including senior stakeholders.
• Ability to deal tactfully and professionally with vendors suppliers and contractors.
• Strong organisational skills with the ability to manage multiple renewals deadlines and projects simultaneously.
• Ability to prioritise and execute tasks effectively in a high-pressure and deadline-driven environment.
• Strong analytical and problem-solving skills with the ability to interpret data identify discrepancies and resolve issues.
• Ability to work both independently and within a collaborative team-oriented environment.
• Strong documentation governance and compliance mindset with a focus on audit readiness.
• Ability to comprehend interpret and apply company policies procurement procedures and asset management processes.
• Willingness and ability to learn understand and apply new technologies systems and processes.
• Demonstrated ability to take initiative work proactively and investigate matters independently without constant supervision.
• Ability to identify risks escalate concerns appropriately and recommend practical solutions.

ADDITIONAL REQUIREMENTS:

• Drivers License Code: B.
• Own Transport.
• Willingness to travel and work onsite across regions.

If you do not hear from us within 30 days kindly consider your application as unsuccessful.