Order & Renewals Specialist

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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.

Originally posted on Himalayas