Job Description

SaaS Access & AI Spend Administrator
Contract to Hire
Remote/ Dallas, TX

The SaaS Access & AI Spend Administrator is responsible for day-to-day administration of the SaaS application estate and enterprise AI consumption: who has access to which tools, how many licenses the company holds and uses, and how much is spent on AI tokens and seats.

The role operates Zylo as the system of record for SaaS inventory, contracts and spend, runs the AI Tool License Request process, and produces the reporting that Technology leadership, Finance, Procurement and Internal Audit rely on.

The Administrator partners closely with Cybersecurity, Corporate Applications, Infrastructure, Data & AI, Finance and business application owners to automate provisioning and deprovisioning, reclaim unused licenses ahead of renewals, govern AI token and seat spend against plan, and keep access-control evidence audit-ready.

As they prepare for IPO, this position maintains the user access review and deprovisioning evidence that SOX requires for in-scope SaaS applications. Operating in a fast-growing SaaS and AI environment, this role combines platform administration, license and spend analytics, and vendor management to reduce cost, improve the end-user experience, and give leadership clear visibility into what they are paying for and how it is used.

Responsibilities:

• Provision, modify and deprovision user access across SaaS applications, driven by joiner/mover/leaver events from Workday and Okta.
• Enforce role-based access and least privilege; partner with Cybersecurity on SSO and SCIM integration so access is automated wherever the vendor supports it.
• Map SaaS access management business rules (role and birthright entitlements, approval paths, attribute-based group assignments and deprovisioning triggers) and partner with the Okta IAM/IAG team to automate them through Okta lifecycle management, group rules and workflows.
• Execute quarterly user access reviews for SOX in-scope SaaS applications; collect manager attestations, remediate exceptions and retain evidence for Internal Audit and external auditors.
• Handle access requests and escalations through Ivanti within agreed service levels and keep request records complete. License Management
• Maintain Zylo as the system of record for every SaaS contract: entitlements, renewal dates, cost center, business owner and utilization.
• Reclaim unused and underused licenses monthly; right-size tiers before renewals and report savings and true-up risk to Finance and Procurement.
• Discover unmanaged (shadow) SaaS through Zylo spend and SSO signals; bring it into the inventory or retire it.
• Prepare renewal briefs 90 days ahead of each renewal with usage, spend trend and a recommendation (renew, reduce, consolidate or exit). AI Token and Seat Spend Governance
• Administer seats and usage limits for enterprise AI platforms (Claude Enterprise, Microsoft Copilot and others) and API-based consumption through Azure and vendor consoles.
• Operate the AI Tool License Request process end to end: intake in Smartsheet, security-awareness prerequisites in KnowBe4, fulfillment in Ivanti.
• Track token and seat spend by team, product and cost center; set budgets and alerts, flag anomalies within 24 hours and report monthly against plan.
• Allocate AI spend to the correct cost centers and capital projects so Finance can apply the right accounting treatment.
• Recommend consolidation, tier changes or usage policies when spend outruns value. Reporting, Tooling and Governance
• Produce the monthly SaaS and AI spend dashboard for the CTO and Finance: total spend, utilization, savings realized, renewals due and open access exceptions.
• Own Zylo configuration and its integrations (Okta, Workday, accounts payable); evaluate adjacent FinOps, token-metering and SaaS discovery tools and recommend additions.
• Create and maintain standard operating procedures, control documentation and runbooks; keep them current for audit.
• Manage relationships with Zylo and SaaS/AI vendors on renewals, true-ups and license disputes.
• Complies with all IT and Information Security policies and procedures; helps respond to audit requests as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Hands-on administration of a SaaS management platform (Zylo, Productiv, Torii or similar), including discovery, contract records, utilization reporting and integrations.
• Working knowledge of SSO, SCIM, role-based access and lifecycle automation (group rules, Okta Workflows) with Okta or Microsoft Entra ID, and of joiner/mover/leaver processes tied to an HRIS such as Workday.
• Understanding of enterprise AI platform administration and token-based consumption models, including seat management, usage limits and consumption reporting from vendor consoles or cloud billing.
• Strong analytical skills with spend data: building and reconciling reports in Excel or Power BI, allocating costs to cost centers and explaining variances to Finance.
• Knowledge of SOX access-control expectations: user access reviews, segregation of duties, evidence retention and exception remediation.
• Vendor-facing negotiation skills for renewals, true-ups and license disputes.
• Excellent verbal and written communication skills; able to turn usage data into a clear one-page recommendation for technical and non-technical audiences.
• Strong customer-service orientation and the ability to work collaboratively across Technology, Finance and business teams.

Education, Experience, and Other Requirements:

• Bachelor’s degree in information technology, business, finance or a related field, or a combination of education and experience that meets our requirements.
• Minimum of 4 years of experience in SaaS administration, IT asset management, IAM operations or software asset management in an organization of 2,000+ employees.
• Experience supporting SOX or similar access-control audits.
• Experience administering enterprise AI platforms (Claude Enterprise, Microsoft Copilot, Azure OpenAI or similar) is highly desirable.
• Familiarity with Ivanti, Smartsheet, KnowBe4 and Coupa is a plus.
• Scripting or low-code automation (PowerShell, Python, Power Automate) to automate reclamation and reporting is a plus.
• Prior work in a pre-IPO or newly public company is a plus. Certifications, Licensures, and Language Skills (If needed)
• FinOps Certified Practitioner preferred.
• ITIL 4 Foundation preferred.
• CSAM or CITAM (IAITAM) is a plus.
• Okta Certified Administrator is a plus.