IT License Administrator

Job Title

IT License Administrator

Job Description

About the Role

Vanderlande is a fast-growing, international company known for its innovative material handling solutions for Airports, Parcel companies, and Distribution Centers.
Vanderlande relies on a broad portfolio of software applications to support its global operations.
The ICT Asset Management team ensures that software requests, procurement, compliance, and lifecycle management are handled efficiently and in line with internal policies and external regulations.

Due to increasing software complexity, regulatory requirements, and the expansion of services, we are looking for an IT License Administrator to strengthen our team.

The Department

The ICT Asset Management team is part of the Enterprise Architecture and Governance department within Corporate ICT.
This is a dynamic team that plays a central role in areas such as Cyber Security, Enterprise Architecture, Data Analytics, and IT Asset Management.
The ICT Asset Management team currently consist of five people, operating in an informal and collegial atmosphere. We support each other by sharing responsibilities, ensuring that we can provide the best possible service to all Vanderlande colleagues and customers, even with a small team.

The Position

As IT License Administrator, you are responsible for managing operational software license activities across the end-to-end lifecycle, from request intake to registration and compliance monitoring, as well as for ICT consultancy and hardware requests.

You collaborate closely with stakeholders in IT, Procurement, and Finance, ensuring requests are processed accurately, efficiently, and in line with governance standards.

Request are coming in via the IT Service Management (ITSM) tool Topdesk. Depending on the request, you will contact the supplier for a quotation, evaluate with the stakeholder(s) and execute the ordering process in the Enterprise Resource Planning (ERP) and related software programs so the receival and invoicing can take place.

When ordering software and licenses, the information will be registered in the Software Asset Management (SAM) tooling to keep track of costs, usage, expirations and compliance. You assist to enter and keep data up-to-date so relevant improvements and actions can be taken by you and the team. This makes you a key player in the ICT procurement process.
 

This role requires affinity with Operational Procurement and ICT to guide the requests through the established processes. Being service minded, working accurately, interest in ICT and knowledge of procurement processes and financial administration is essential.

License Management Support

• Execute day‑to‑day software license administration activities in coordination with multiple stakeholders e.g. IT, Procurement, and Finance teams.
• Support the procurement of software licenses by gathering requirements, requesting quotes, and reviewing offers with stakeholders.
• Help monitor software usage and ensure alignment with license agreements and internal policies.
   

License Desk Operations

• Operate and maintain the Global Software License Desk as the central point for processing software license requests and inquiries.
• Follow established procedures for license registration, renewals, and updates, and ensure timely communication of outcomes to all relevant parties.
• Maintain accurate documentation of license-related actions and verify that updates are shared with the correct teams.
• Support adherence to licensing terms and internal governance requirements.
   

Audit Preparation & Support

• Assist in preparing documentation and data required for internal and external software license audits.
• Support the execution of corrective actions following audit findings.
   

Communication & Awareness

• Provide guidance to end users and departments on how to request software and follow licensing procedures.
• Keep licensing information up to date and stay familiar with key vendor rules relevant to operational activities.
• Help communicate changes in licensing processes, tools, or workflows to stakeholders.
   

Contract & Procurement Support

• Work with Procurement and other stakeholders to support the purchase of new software licenses, as well as additional or renewal of existing licenses.
• Assist with collecting and organizing vendor proposals and tracking contract terms, renewal dates, and expirations.
• Maintain complete and accurate records of license agreements and related documentation.
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Reporting & Data Accuracy

• Update and maintain correct license records in the Software Asset Management (SAM) system.
• Support regular reporting on license usage, compliance status, and potential risks.
• Ensure that data in license management tools is complete, accurate, and consistently maintained.

Your Profile

• Minimum vocational education (MBO) level of working and thinking
• Demonstrable experience in performing administrative tasks related to financial processes such as purchasing and invoicing
• Interest in ICT, particularly in the areas of software, licenses, and contracts.
• Structured way of working, with an eye for detail and good communication skills
• Proficient in English and/or Dutch, written and spoken
• Proficient in the use of MS Office programs, such as Word, Excel, etc.
• Knowledge of systems such as Topdesk and ERP (JD-Edwards) is desirable or open to familiarize yourself with them.