Autotask Contracts & Licensing Coordinator (WFH and Night Shift)

Summary

The Autotask Contracts & Licensing Coordinator is responsible for managing the operational workflow from a closed/won opportunity through contract setup, licensing administration, procurement coordination, recurring billing configuration, and reconciliation within Autotask PSA.

This role ensures that customer agreements, recurring services, software licenses, purchases, and billing records are accurately configured and maintained throughout the customer lifecycle. The position works closely with Sales, Project Management, Account Management, Finance, Procurement, and Service Delivery teams to ensure that what is sold is properly documented, delivered, billed, and renewed.

Hands-on Autotask PSA experience is the #1 priority for this role. The ideal candidate has direct experience working in Autotask within an MSP environment, particularly with agreements, recurring services, licensing, billing records, and related operational workflows. Candidates with strong Autotask experience should be prioritized even if some secondary requirements are not met, as these areas can be learned on the job.

This is not a sales role. Success is measured by accuracy, timeliness, process discipline, and the ability to protect recurring revenue and prevent billing or licensing errors.

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Job Responsibilities

Contract & Agreement Administration

• Create, configure, and maintain customer agreements within Autotask PSA.
• Set up recurring services, billing schedules, contract terms, and related customer records.
• Process contract amendments, service changes, renewals, and cancellations.
• Ensure agreements accurately reflect approved proposals, services, quantities, and customer commitments.
• Monitor upcoming contract renewals and coordinate required actions to prevent missed renewals.

Licensing Management

• Manage software licensing throughout the customer lifecycle.
• Process license additions, reductions, upgrades, renewals, and cancellations.
• Maintain accurate licensing records in Autotask and applicable vendor portals.
• Reconcile license quantities against customer agreements and recurring billing records.
• Coordinate licensing purchases and renewals with vendors and distributors.

Opportunity-to-Billing Coordination

• Review closed/won opportunities and validate products, services, pricing, quantities, and billing requirements.
• Convert sold services into accurate agreements and recurring billing records.
• Coordinate operational handoffs between Sales, Project Management, Account Management, and Finance.
• Identify and resolve discrepancies before billing begins.
• Ensure all sold services are properly configured and ready for invoicing.

Procurement & Vendor Coordination

• Coordinate software and hardware purchasing activities.
• Request and review vendor quotations and prepare purchase requests.
• Track orders from placement through fulfillment and delivery.
• Validate purchases against approved customer agreements and requirements.
• Maintain complete and accurate procurement documentation.

Billing & Revenue Operations

• Configure and maintain recurring billing records in Autotask.
• Validate recurring revenue calculations, billing schedules, and service activation dates.
• Ensure services are attached to the appropriate customer agreements.
• Prepare billing records for review and posting.
• Identify and correct billing discrepancies before invoices are generated.

Reconciliation & Financial Coordination

• Perform regular reconciliation of customer agreements, licensing subscriptions, recurring billing records, vendor invoices, and procurement activity.
• Provide Finance with accurate summaries of recurring revenue changes, licensing updates, cancellations, renewals, billing adjustments, and billable transactions.
• Participate in monthly invoice validation and billing review activities.
• Research and resolve discrepancies before invoices are released.

Project Billing Coordination

• Partner with Project Management to ensure project billing aligns with customer agreements.
• Confirm recurring billing activation dates and service transitions.
• Coordinate project-to-managed-services transitions.
• Verify project deliverables and billable items are accurately reflected in customer billing.

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Qualifications

Must-Have Qualifications

• Minimum 2 years of hands-on experience using Autotask PSA in an MSP environment.
• Demonstrated experience managing Autotask agreements, recurring services, contracts, licensing, or billing records.
• Strong understanding of recurring revenue, subscription billing, and service agreements.
• Experience working with Autotask operational workflows from opportunity/order through billing.
• Strong attention to detail and ability to maintain highly accurate records.
• Excellent organizational and process management skills.
• Strong written and verbal English communication skills.
• Proficiency with Microsoft 365 and Excel.

Preferred Qualifications

• Microsoft 365 licensing or subscription management experience.
• CSP licensing management experience.
• Procurement or vendor management experience.
• Finance, accounts receivable, billing, or reconciliation experience.
• Experience working with technology distributors such as Pax8, TD SYNNEX, Ingram Micro, D&H, or similar providers.
• ConnectWise PSA experience may be considered as an alternative for candidates who have strong MSP operations experience, although Autotask remains the preferred platform.

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Requirements

• Hands-on Autotask PSA experience is required and will be the primary sourcing and screening criterion.
• Strong MSP background with practical experience supporting operational, contractual, licensing, or billing workflows.
• Ability to accurately manage high-volume contract, subscription, licensing, and billing information.
• Strong reconciliation and data-validation skills with a high level of attention to detail.
• Ability to identify discrepancies, investigate root causes, and resolve issues before they impact billing or revenue.
• Strong process discipline and ability to consistently follow established workflows and documentation standards.
• Ability to work independently while collaborating effectively with Sales, Finance, Procurement, Project Management, and Service Delivery teams.
• Ability to manage multiple deadlines, renewals, billing activities, and operational priorities simultaneously.
• Willingness to work remotely while maintaining required overlap with U.S. business hours.
• Proactive and accountable approach to identifying potential revenue leakage, missed renewals, billing errors, and licensing discrepancies.