MSP ✦ Licences & assets ✦ Dedicated
Licence & asset
administrator
Every licence, subscription, warranty and asset tracked with a renewal date — and what you bill each client reconciled against what you actually pay. This role usually finds its own salary.
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
ReconciledBilled vs. purchased
~2 wksBrief → first day
MSPs quietly lose margin on licences nobody reconciles
An MSP resells dozens of subscriptions across dozens of clients, and the seat counts change constantly — someone leaves, someone joins, a client trials a product and keeps it. The purchasing changes; the billing often does not.
Almost every MSP we speak to is paying for seats nobody uses and under-billing seats somebody does. Neither is deliberate. Both are the predictable result of nobody owning the reconciliation.
A dedicated administrator owns the registers and the monthly reconciliation. It is unglamorous and it is usually the fastest self-funding role in the business.
What they track and reconcile
- Licence registers — Every subscription and licence per client, with seat counts, terms and renewal dates in one place rather than across three portals and an email folder.
- Monthly reconciliation — What you purchased against what you billed, per client, every month — with variances surfaced rather than absorbed.
- Seat count auditing — Actual usage against licensed seats, so unused seats are removed and unlicensed usage is caught.
- Renewal management — Renewals flagged well ahead of the date, so you decide rather than auto-renew into a price rise.
- Hardware asset registers — Devices, serials, warranties and end-of-life dates tracked per client, with refresh cycles visible.
- Warranty claims — Claims lodged and chased rather than forgotten — hardware you already paid to cover.
- Vendor invoice checking — Distributor and vendor invoices checked against your registers before they are paid.
- Client billing schedules — Recurring billing schedules kept accurate as seats change, so invoices match reality.
Where the line sits
Tracking, reconciliation and chasing travel. Purchasing decisions and client billing changes do not.
- Purchasing authorityThey prepare orders and flag renewals. Committing spend is yours.
- Payment authorisationNo bank access and no payment authority. Vendor payment runs are prepared and released by your authorised person.
- Client pricingWhat you charge for a seat is commercial. They reconcile against it.
- Vendor negotiationRenewal negotiation and contract terms stay with you.
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Questions
Frequently asked
How much margin does reconciliation usually recover?
It varies with how many clients and vendors you run, but almost every MSP we speak to has both unused paid seats and unbilled active seats. It is why we suggest starting with a full reconciliation of your largest three clients — ask us to scope it on the call.
Do they need vendor portal access?
Read access to your distributor and vendor portals is usually enough for register upkeep and reconciliation. Purchasing rights are not needed and should not be granted.
Can they handle renewals directly with vendors?
Chasing quotes, confirming terms and flagging price changes, yes. Negotiating and committing stays with you — a renewal is a commercial conversation, not an administrative one.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.