IT ASSET AND OFFICE MANAGEMENT ANALYST

Job summary

The role manages office operations, facilities, and vendor relationships while overseeing the procurement and lifecycle of IT hardware and software assets. It involves maintaining contract repositories, tracking budgets, and ensuring accurate inventory records across multiple countries.

Job details

Main Functions Facilities & Office Management Coordinate office operations, maintenance services, and workplace-related vendors. Manage office supply procurement and ensure availability of essential resources. Monitor facilities-related contracts and service performance. Track actual spend versus budget and maintain forecasts for building and office-related expenses. Act as a liaison between employees, vendors, and facility service providers to address operational issues. Vendor Management Support vendor evaluation, onboarding, contract administration, and performance reviews. Develop and maintain strong relationships with suppliers to ensure optimal pricing, service quality, responsiveness, and compliance with company requirements. Coordinate with local teams and global vendors to ensure timely delivery of IT hardware, software, and services worldwide. Escalate and resolve supplier-related issues impacting service delivery, procurement activities, or project timelines. Software Asset & Licence Management Procure, assign, reclaim, transfer, and renew software licences to meet business requirements. Maintain accurate records of software entitlements, deployments, and licence allocations. Support software audits and ensure compliance with vendor licensing agreements. Contract Management Maintain a central repository of contracts related to IT assets, software, telecom services, and managed services. Monitor contract terms, renewal dates, pricing changes, and vendor obligations. Ensure appropriate stakeholders are informed of upcoming renewals, expirations, and contractual risks. Support contract negotiations by providing historical spending, utilisation, and vendor performance information. Maintain contract documentation and respond to contract-related inquiries from IT and business teams. Procurement Management Support procurement activities for IT hardware, software, telecommunications, and infrastructure across multiple countries. Ensure purchasing activities comply with corporate procurement policies, standards, and budget requirements. Create and track purchase orders. Coordinate vendor onboarding activities and support invoice validation and reconciliation processes. Work closely with Finance, Accounts Payable, and IT teams to ensure timely processing of purchases and payments. Hardware Inventory & Stock Management Receive, record, and track IT hardware inventory in asset management systems. Maintain accurate stock records and ensure appropriate inventory levels are available to support business needs. Perform monthly inventory reconciliations and investigate discrepancies. Coordinate equipment shipments, transfers, returns, and disposals in accordance with company policies. Support periodic asset audits and inventory verification activities. Technical skills Required Familiarity with procurement processes, including purchase orders, vendor quotes, invoice reconciliation, and basic contract understanding. Experience supporting facilities or office operations, including service providers, maintenance contracts, and office supplies management. Organizational and documentation skills, with attention to detail. Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external suppliers. An asset Knowledge of inventory management and stock reconciliation practices, including receiving, tracking, and auditing hardware assets. Basic knowledge of IT hardware. Proficient in Microsoft Excel for financial analysis and asset tracking (e.g., pivot tables, formulas, charts). Personal abilities Required Strong communication and interpersonal skills. Sense of initiative, resourcefulness, and autonomy. Great team spirit; team player. Work efficiently / Organized / Good time management. Attention to detail. Must have a strong customer and quality focus. Be able to work occasionally under pressure. Working proficiency in English and French. A advanced level of English, both spoken and written, is required for this position due to the job responsibilities, including international procurement and International inventory checks. The successful candidate will use this language on a daily basis. General criteria Required 5-day work on premises to follow-up closely on procurement, stock management and building management activities. Organization Lallemand is a privately held Canadian company founded in the late 19th century, which develops, produces, and markets microorganisms for various markets. The administrative offices of the parent company are in Montreal, Canada. Today, Lallemand employs more than 6,500 people working in more than 45 countries on 5 continents. Lallemand's corporate division encompasses all of the support services offered to our branches. Its goal is to optimize internal processes, ensure that your operation is running smoothly, and that your strategy is well thought-out. Our corporate branch's head office is located in Montreal, Canada, and relies on a team that specializes in: Management; Finance and accounting; Engineering; Research and Development (R&D); Human Resources (HR); and Information Technology (IT). If you want to help bring enthusiasm, collaboration and innovation to our workplace, we'd love to get to know you! Please take note that accommodations will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

What you’ll do

The role manages office operations, facilities, and vendor relationships while overseeing the procurement and lifecycle of IT hardware and software assets. It involves maintaining contract repositories, tracking budgets, and ensuring accurate inventory records across multiple countries.

Requirements

Candidates must have experience in procurement, facilities operations, and inventory management with proficiency in Microsoft Excel. Advanced English and working proficiency in French are required for international coordination.

Listed skills

• Time management · Preferred
• Facilities Management · Preferred
• Microsoft Excel · Preferred
• Communication Skills · Preferred
• Financial analysis · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Procurement Management
• Vendor Management
• Software Asset Management
• Hardware Inventory Management
• Contract Administration
• Facilities Management
• Microsoft Excel
• Financial Analysis
• Budget Forecasting
• Invoice Reconciliation
• Asset Auditing
• English Proficiency
• French Proficiency
• Communication Skills
• Time Management
• Customer Focus

Job areas

• Technology
• Administrative
• Logistics
• Management & Leadership
• Food & Beverage