Software Asset Manager

Software Asset Management Reconciliation and Record ManagementSAM Improvement ProjectRole Title: Software Asset Management (SAM) Analyst – ServiceNow Reconciliation & Records (Entry Level)Role SummaryThis role supports day-to-day software asset management by reconciling software license entitlements against supplier records and ensuring complete, accurate records in ServiceNow. The position focuses on data quality, record maintenance, and process adherence to help the organization remain audit-ready and compliant with software license agreements.Key ResponsibilitiesExecute recurring reconciliation activities to ensure software license entitlements are accurately captured in ServiceNow, aligned to supplier records, and compliant with contractual and licensing terms.Investigate and resolve (or appropriately escalate) discrepancies between ServiceNow data, supplier reports, and supporting documentation.Maintain high data quality by updating required ServiceNow fields consistently and ensuring records are complete, current, and well-described (e.g., business applications, entitlement records, contract references).Import and normalize data from Excel into ServiceNow using available data import capabilities (e.g., creating data sources, mapping fields, and applying transformations to match target tables/structures).Research software suppliers that require use of vendor portals for entitlement tracking, invoices, and communications; document portal requirements and maintain vendor contact details.Support audit readiness by retaining appropriate evidence, following established procedures, and adhering to internal controls and documentation standards.Identify opportunities to improve reconciliation, record keeping, and data entry processes (templates, checklists, validation steps), and share recommendations with the team.Required Qualifications0–5 years of experience in software asset management (SAM), IT asset management (ITAM), software licensing, vendor management, CMDB, or related operations.Experience performing data reconciliation activities (e.g., comparing entitlements, invoices, contracts, and system records) with attention to detail.Hands-on experience with ServiceNow (Software Asset Management/ITAM/CMDB) or demonstrated ability to learn ServiceNow quickly.Proficiency with Excel (filters, pivot tables, lookups) and comfort working with large datasets.Strong written and verbal communication skills for working with internal stakeholders and software vendors.Core CompetenciesSoftware license reconciliation: compare entitlements to deployments/records; document variances and outcomes.ServiceNow record hygiene: consistently update required fields; maintain accurate application, contract, and entitlement records.Data imports in ServiceNow: create data sources, map fields, and validate results after load.Vendor/supplier coordination: obtain portal reports, invoices, and entitlement documentation; keep vendor contacts current.Compliance mindset: follow licensing and documentation standards to support audit readiness.Organization and prioritization: manage multiple vendors/portals and recurring reconciliation cycles with minimal oversight.Preferred QualificationsExperience with ServiceNow SAM Pro, ITAM, or CMDB processes (imports, normalization, governance).Exposure to software licensing models (subscription, perpetual, named user, concurrent, device-based).Experience working with vendor portals and managing supporting evidence (contracts, proofs of entitlement, purchase records).Familiarity with audit support activities and internal controls.Role Level / ScopeThis is an entry-level to early-career role focused on executing defined reconciliation and record-maintenance processes in ServiceNow, with an emphasis on accuracy, documentation, and timely follow-through. The work is operational and detail-oriented rather than strategic leadership.