Software Procurement Coordinator

The Opportunity

Ulteig and its affiliated companies are hiring a Software Procurement Coordinator to administer the organization’s software licenses, subscriptions, renewals, and related vendor contracts. The role maintains accurate records, manages renewal timelines, coordinates purchasing activities, and partners with software owners, business stakeholders, and vendors to complete purchases and renewals on time. This position supports cost optimization, licensing compliance, audit readiness, and consistent software lifecycle processes through disciplined tracking, clear communication, and strong follow-through.

**Please note that resumes must be submitted in English for the application to be considered**

What You’ll Do

• Maintain accurate records of software assets, contracts, subscriptions, renewal dates, spend, ownership, vendor contacts, entitlements, and supporting documentation in centralized repositories.
• Manage the software renewal calendar and coordinate requirement validation, quote collection, approvals, purchasing, and vendor communications to complete renewals on time.
• Analyze software usage and licensing needs to identify optimization opportunities, including license reclamation, consolidation, downgrades, co-terming, cancellation, and cost avoidance.
• Review and validate renewal proposals, quotes, invoices, contract terms, quantities, and pricing changes against approved budgets, prior-year costs, and organizational requirements.
• Coordinate purchasing, contracting, and vendor communications; resolve licensing or billing discrepancies, track open actions, and escalate deadline risks as needed.
• Manage intake, evaluation, and purchasing workflows for new software requests.
• Maintain license keys, entitlement details, portal access, invoices, contracts, and renewal decisions to support operational ownership, licensing compliance, and audit readiness.
• Provide recurring reporting on upcoming renewals, forecasted spending, license utilization, savings or cost avoidance, open risks, and leadership decisions needed.
• Support annual budgeting and forecasting by validating recurring costs, quantity changes, multi-year commitments, project-funded subscriptions, and expected price increases.
• Develop and improve software lifecycle procedures, checklists, templates, workflows, automation, data quality practices, and knowledge resources.
• Additional duties may include tasks beyond what is listed, such as special projects, assisting colleagues, or new initiatives. A willingness to adapt to changing priorities and support team efforts enhances collaboration and growth opportunities.

What We Expect from You

• High school diploma or equivalent experience. Associate degree or relevant coursework in Business Administration, Information Technology, Finance, Procurement, Supply Chain, or a related field are a plus.
• Two or more years of experience in procurement, contract administration, accounts payable, software asset management, vendor management, technology operations, or a related business support function. Relevant education or training may substitute for experience.
• Strong proficiency with Microsoft Excel and Microsoft 365 tools, including maintaining detailed trackers, reconciling information, and preparing clear status reports.
• Experience identifying process improvement opportunities and utilizing AI tools to enhance accuracy, efficiency, reporting, and operational effectiveness.
• Excellent attention to detail, organization, follow-through, and ability to manage multiple concurrent renewals and deadlines.
• Strong written and verbal communication skills, sound judgment with confidential information, and the ability to work effectively with vendors and cross-functional teams.
• Experience supporting software licensing, recurring renewals, technology procurement, contracts, purchase orders, invoices, or subscription records.
• Experience with software asset management, contract lifecycle management, procurement, vendor management, ERP, IT service management, or related platforms.
• Familiarity with common software licensing models, compliance and audit practices, budgeting, and cost optimization.
• Familiarity with workflow automation, data governance, ITIL practices, or process improvement.
• Ability to work in a hybrid schedule: 3 days in the office, 2 days from home.
• Must possess strong verbal and written English communication skills (CEFR level B2–C1). You should be comfortable articulating complex ideas and collaborating effectively within a global professional environment.
• Must have authorization to work legally in Costa Rica for any employer.

As you consider applying for a position, we encourage you to think outside the box – because we do! You might not meet 100% of the skills listed in a description, but we are committed to hiring people with exceptional talent, ability and potential, and then creating an environment where they can become the best versions of themselves. We don’t want to miss out on the possibility of speaking with the next outstanding Ulteig team member, so please apply if you think this role is a great match for your unique skills and strengths.

What You Can Expect from Ulteig

Ulteig, and its affiliated companies, is a purpose-driven organization that has built a culture focused on people – both our clients and our employees –for over 80 years. Working at Ulteig is more than a job, opening opportunities to make an impact by creating and solving for a sustainable future. We recognize our success relies heavily on the dedication and focus of our workforce; this is why we make investing in our employees a top priority. We prioritize flexibility and staying connected to meet your needs and help you achieve your goals. We value your unique perspective, respect your individuality, and celebrate your contributions. At Ulteig, we take our own success and the success of our clients personally.

We offer our team members:

• Flexible Workplace
• Competitive Pay
• Comprehensive Benefits Package
• Collaborative Environment
• Innovative Culture

Our vision is to be the most trusted partners transforming our world’s critical infrastructure. Ulteig, and its affiliated companies, connects people and resources to develop compelling, integrated solutions across multiple Lifeline Sectors®, including Power, Renewables, Transportation and Water. Ulteig is a trusted partner in engineering North America’s essential infrastructure and leverages its expertise with a wide range of public and private clients.

At Ulteig, and its affiliated companies, we care deeply about our team, listening to their needs and ensuring they have the tools necessary to be productive. Regardless of where you work, you are empowered to build a workday that best suits your strengths. We strive to ensure a balance and separation between home and work life. We support a flexible working schedule so employees are able to focus on what's important to them.

If you would like to be a part of a company that empowers their employees, apply today!

Ulteig, and its affiliated companies, is a Drug Free Workplace

ACHIEVE | GROW | COLLABORATE

This position will be posted for a minimum of 3 days and will continue to be posted for an average of 60 days until a qualified applicant is selected or the position has been cancelled.

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Ulteig, nor any of its affiliated companies, will not accept unsolicited resumes from any source other than directly from a candidate or an approved vendor that has a written and signed agreement in place with Ulteig. Please do not contact or forward resumes to our company employees or locations. Any unsolicited resumes will be considered Ulteig property. Ulteig is not responsible for any charges or fees related to unsolicited resumes.