[Hiring] Autotask Contracts & Licensing Coordinator @US Medical IT LLC

Role Description

This is a remote, part-time position supporting USM Technology’s Operations, Finance, and Service Delivery teams. The role requires regular collaboration with Sales, Procurement, Professional Services, Account Management, Finance, and Service Delivery personnel during normal U.S. business hours.

Responsibilities

• Contract Administration
  • Create and maintain customer agreements in Autotask PSA.
  • Configure recurring service agreements and billing schedules.
  • Process contract amendments, renewals, upgrades, and cancellations.
  • Ensure contracts accurately reflect approved proposals and customer commitments.
  • Monitor contract expiration and renewal dates.
• Licensing Management
  • Manage Microsoft 365, CSP, and other subscription licensing throughout the client lifecycle.
  • Process license additions, removals, upgrades, and renewals.
  • Coordinate licensing purchases with vendors and distributors.
  • Maintain accurate licensing records inside Autotask and vendor portals.
  • Reconcile licenses against contracts and billing records.
• Opportunity-to-Billing Management
  • Review opportunities marked “Won”.
  • Validate products, quantities, services, pricing, and recurring billing requirements.
  • Ensure sold services are properly converted into recurring agreements and billing records.
  • Coordinate operational handoffs between Sales, Projects, Finance, and Service Delivery.
  • Resolve setup discrepancies before billing begins.
• Procurement & Vendor Coordination
  • Coordinate hardware and software purchases.
  • Obtain vendor quotes and process purchase requests.
  • Track orders through fulfillment and delivery.
  • Maintain procurement documentation and supporting records.
  • Coordinate with TD SYNNEX, Pax8, Microsoft, Dell, Lenovo, and other technology vendors.
• Billing & Revenue Operations
  • Configure recurring billing records in Autotask PSA.
  • Review recurring revenue records for accuracy.
  • Validate customer billing schedules.
  • Support monthly invoice review and validation processes.
  • Identify billing discrepancies before invoices are released.
  • Help prevent revenue leakage through operational controls and reconciliation.
• Reconciliation & Financial Coordination
  • Perform monthly reconciliation of customer agreements, licensing subscriptions, recurring billing records, vendor invoices, and procurement activity.
  • Provide Finance with reporting related to new recurring revenue, licensing changes, service cancellations, upcoming renewals, billing adjustments, and procurement activity.
  • Participate in monthly invoice validation meetings.
  • Research and resolve billing discrepancies before invoices are released.

Qualifications

• Minimum 2 years of hands-on experience working for an MSP.
• Minimum 2 years of experience using Autotask PSA.
• Experience managing agreements, recurring services, licensing, contracts, or billing records.
• Experience supporting recurring revenue or subscription billing processes.
• Associate or bachelor’s degree preferred.
• Microsoft licensing or CSP experience preferred.

Requirements

• Technical Skills
  • Kaseya Autotask PSA
  • Microsoft 365 licensing and CSP administration
  • Microsoft Excel
  • Recurring revenue management
  • Contract management
  • Vendor management
  • Procurement administration
• Soft Skills
  • Exceptional attention to detail.
  • Strong organizational and documentation skills.
  • Ability to identify discrepancies and follow issues through resolution.
  • Strong written and verbal communication skills.
  • Ability to coordinate across multiple departments and stakeholders.
  • High level of accountability and ownership.

Key Performance Indicators

• 99%+ agreement accuracy.
• 99%+ recurring billing accuracy.
• 98%+ licensing reconciliation accuracy.
• Zero missed licensing renewals due to administrative oversight.
• Zero missed recurring charges due to setup errors.
• Timely completion of monthly reconciliation processes.
• Accurate monthly reporting delivered to Finance.

What Success Looks Like

A successful Autotask Contracts & Licensing Coordinator ensures that customer contracts are accurate and current, licensing is properly managed and renewed, procurement records match customer agreements, monthly billing aligns with customer commitments, Finance receives accurate and timely reporting, revenue leakage is proactively identified and eliminated, and customers are billed accurately and consistently. This role is ideal for a process-driven MSP professional who enjoys operational excellence, recurring revenue management, contract administration, documentation, and financial accuracy.