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Alta Vista Tech
Order & Renewals Specialist
Department | Accounting (dotted-line collaboration with Sales & Service) |
Reports To | Controller |
Employment Type | Full-Time |
FLSA Status | Exempt |
Job Summary
The Order & Renewals Specialist sits at the intersection of Accounting and Sales, owning the Microsoft and Microsoft-ecosystem (ISV/third-party application) line of business from end to end. This role manages the full lifecycle of Microsoft product transactions — from onboarding new clients in Pax8 and securing account access, through pricing, sales order creation in Sage Intacct, delivery and payment follow-up, to renewals — while maintaining accurate tracking and serving as the primary point of coordination between the Accounting, Sales, and Service teams on all Microsoft-related order and billing activity.
Key Responsibilities
Client Onboarding & Account Access
- Add new clients in Pax8 for Microsoft licensing and related ISV products.
- Send the granular permission link to the client to request access to their Microsoft tenant/account.
- Follow up with clients on outstanding granular permission requests until access is granted and confirmed.
Pricing & Order Creation
- Obtain and validate pricing from Pax8/Microsoft and third-party ISV vendors for both new orders and renewals.
- Create sales orders in Sage Intacct that accurately reflect quoted pricing, quantities, and terms.
- Deliver completed sales orders to the customer and the assigned sales rep for review and confirmation.
- Set up recurring transactions in Sage Intacct for monthly Microsoft/ISV subscriptions, and edit existing recurring transactions as pricing, quantities, or subscription terms change.
Renewals Management
- Own the full renewal cycle from beginning to end, including identifying upcoming renewal dates, obtaining updated pricing, confirming quantities with the client/sales rep, and processing the renewal order in Intacct and Pax8.
- Proactively track renewal dates and initiate outreach in a timely manner to prevent service disruption or unplanned auto-renewal charges.
Billing & Collections Support
- Follow up with clients on invoice and payment status for Microsoft and ISV orders.
- Maintain awareness of aging or at-risk accounts, escalating to the Accounting team as needed.
Tracking, Reporting & Collaboration
- Maintain an accurate, up-to-date tracking system of all Microsoft/ISV clients, orders, renewal dates, and account status.
- Communicate regularly with the Accounting team on invoicing, payment, and reconciliation issues.
- Collaborate closely with the Sales team on order status, pricing questions, and renewal timing.
- Coordinate with the Service team to resolve provisioning, access, or licensing issues tied to client accounts.
- Provide status updates to leadership on order and renewal status, and outstanding issues as requested.
Qualifications
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field, or equivalent practical experience.
- 1+ years of experience in accounting, order management, sales support, or a similar operational role.
- Hands-on experience with Sage Intacct (Order Entry module) strongly preferred; experience with Pax8 or another Microsoft CSP/distribution platform a plus.
- Familiarity with Microsoft licensing programs (e.g., Microsoft 365, Azure, CSP) and the GDAP/granular permissions process is a plus.
- Strong attention to detail and comfort managing high volumes of transactional data accurately.
- Excellent written and verbal communication skills, with the ability to work confidently with clients, sales reps, and internal teams.
- Strong organizational skills and the ability to independently manage and prioritize a tracking system across many concurrent accounts.
- Proficiency with Microsoft Excel or similar tools for tracking and reporting.
Key Attributes for Success
- Ownership mindset — comfortable being the single point of accountability for a process from start to finish.
- Proactive follow-up — doesn’t wait to be chased on pending permissions, renewals, or payments.
- Cross-functional communicator — equally comfortable speaking with clients, sales reps, and accounting staff.
- Process-oriented — keeps the tracking system current and treats it as the source of truth.
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