Software Contracts Assistant (Internal Only)

Indica Labs•Albuquerque, NM

3d•Onsite

About The Position

The Software Contracts Assistant supports the management of Software Maintenance & Support (SMS) contracts and assists with executing term license renewals. The role helps ensure timely, accurate record-keeping and involves regular engagement with a global customer base and internal team members, as well as extensive research in the Customer Relationship Management (CRM) system. This position is based at the company’s headquarters in Albuquerque, New Mexico, and is a full-time, in-office role. Up to 5% travel is required. Work is normally performed in a typical interior/office environment, with no or limited physical effort and no or limited exposure to physical risk. The position requires working at a computer workstation for 7 or more hours a day. The position is classified as FLSA Non-Exempt and reports to the Software Contracts Supervisor. Duties may change, or new duties may be assigned, at any time with or without notice.

Requirements

Associate degree in Business Management, Communication, Liberal Arts, or a related field; experience may substitute for education on a year-for-year basis.
Two years of office or administrative support for a whole team, or related experience such as coordinator or customer service work.
Authorization to work in the United States, or appropriate authorization to work in the applicant’s current home country; the employer does not sponsor work visas.
Ability to be meticulous with details and maintain integrity in work product.
Ability to prioritize and multitask across several items.
Ability to critically assess complex, evolving workflows and recommend efficiencies and improvements.
Ability to communicate clearly and concisely, verbally and in writing, with a global customer base.
Ability to calculate math and percentage functions.
Ability to work independently with limited to no supervision and support team initiatives when asked.
Ability to read and understand information and ideas presented exclusively in writing.
Accurate and quick typing skills.
Ability to work at a computer workstation for 7 or more hours a day.

Nice To Haves

Working familiarity with a CRM such as Salesforce, HubSpot, Vtiger, or Zoho.
Strong Microsoft Office experience, especially Outlook, Excel, and Teams.
Professionalism in written and verbal communications.
Experience in a software or scientific-based company.
Preference is given to applicants currently residing in New Mexico.

Responsibilities

Support contract revenue-generating methods and initiatives.
Respond promptly to customer inquiries.
Prepare opportunity records, calculate contract renewal quotes, and send customer correspondence.
Assist with documenting and tracking SMS contract renewals, customer inquiries, recurring contracts, and other contract status updates.
Inquire with Application Scientists about customer contact information, license configurations and specifications, and order details.
Assist in generating regular reports and distribute them to relevant team members.
Participate in regular weekly, monthly, quarterly, and annual meetings to review workflows, progress, and sales targets; some meetings may require in-person attendance.
Participate in ongoing CRM training based on familiarity and comfort with the program.
Support special projects as needed.
Access and handle electronic Protected Health Information (PHI) appropriately in accordance with policy and HIPAA.