Software Contracts Assistant (Internal Only)
Classification: FLSA Non-Exempt
Reports To: Software Contracts Supervisor
Summary
The Software Contracts Assistant will support the management of Software Maintenance & Support (SMS) contracts and assist with executing the term license renewals. This role is key in ensuring timely and accurate record-keeping, engaging regularly with our global customer base and internal team members and requires extensive research into our Customer Relationship Management (CRM) system.
Duties and Responsibilities
- Support contract revenue generating methods and initiatives
- Respond to customer inquiries promptly
- Prepare opportunity records, calculate contract renewal quotes and send customer correspondence
- Assist in ongoing documenting/tracking of SMS contract renewals, customer inquiries, recurring contracts and any other update to contract status’
- Inquire with Application Scientists for customer contact information, license configurations/specifications and order details
- Assist in generating regular reports and distribute to relevant team members
- Participate in regular weekly, monthly, quarterly and annual meetings to review workflows, progress and sales targets; some may require in-person attendance
- CRM training will be ongoing dependent on employee’s familiarity and comfort with the program
- Support various special projects, as needed
- Responsible for the appropriate accessing and handling of electronic Protected Health Information (PHI) as outlined by policy and the Health Insurance Portability and Accountability Act (HIPAA)
- This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice
Minimum Qualifications
- Associate degree in Business Management or Communication, Liberal Arts or related fields. Experience can substitute for education on a year-for-year basis.
- Two (2) years of office or administrative support for a whole team or related experience (as a coordinator, in customer service, etc.)
- Authorization to work in the United States, or appropriate authorization to work in the applicant’s current home country (Indica Labs, LLC does not sponsor work visas)
Preferred Qualifications
- Working familiarity in a CRM like Salesforce, Hubspot, Vtiger or Zoho, etc.
- Strong Microsoft Office experience – especially Outlook, Excel and Teams
- Professionalism in written and verbal communications
- Experience in a software or scientific-based company
- Preference given to applicants currently residing in New Mexico
Knowledge, Skills, and Abilities
- Master-like ability to be meticulous with details
- Dedication to integrity in your work product
- Skilled at prioritizing and multi-tasking several items at once
- Critically think through complex, evolving workflows and make recommendations for efficiencies and improvements
- Communicate information clearly and concisely both verbally and in writing with a global customer base
- Ability to calculate math and percentage functions
- Work independently with limited to no supervision, but equally support team initiatives when asked
- Read and understand information and ideas presented exclusively in writing
- Requires work at computer workstation for 7+ hours a day
- Accurate and quick typing skills
Location
This position is based at our headquarters in Albuquerque, New Mexico and is a full-time in office position.
Working Conditions and Physical Effort
- Up to 5% travel is required for this position
- No, or limited physical effort required
- No, or limited exposure to physical risk
- Work is normally performed in a typical interior/office work environment