Autotask Contracts & Licensing Coordinator

WORK ENVIRONMENT

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.

ABOUT US

USM Technology is a mid-size, fast-growing Managed Services Provider (MSP) dedicated to delivering high-impact, strategic technology solutions to clients across multiple industries. We are a Kaseya and Microsoft partner operating on the TruMethods framework, focused on delivering operational excellence and measurable outcomes for our clients.

The Operations team is responsible for ensuring that customer agreements, recurring services, licensing, procurement, billing, and operational workflows are executed accurately and efficiently.

ROLE SUMMARY

The Autotask Contracts & Licensing Coordinator owns the operational workflow from the point a customer opportunity is marked “Won” through the successful setup of customer agreements, recurring services, licensing records, procurement details, and billing records inside Autotask PSA.

This role serves as a critical control point between Sales, Procurement, Finance, and Service Delivery. Success is measured by recurring revenue accuracy, contract accuracy, licensing accuracy, operational discipline, and the prevention of revenue leakage.

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.

JOB REQUIREMENTS

Education and Experience

• 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.

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.