Billing & Renewals Specialist

Our client is a premier data, AI and technology consulting firm rooted in Houston. The Billing & Renewals Specialist provides operational support to the sales organization, with primary responsibility for managing license and subscription renewals, company-wide customer invoicing, and maintaining sales-related calendars and deadlines. This role works closely with the Controller, customers, vendors, sales representatives, and internal teams to ensure renewals are proactively managed, customer invoices are prepared accurately and on time, and sales-related activities and deadlines are effectively coordinated.

Key Responsibilities

• Manage and track customer license and subscription renewals, including upcoming renewal dates, required documentation, and internal follow-up.
• Coordinate with customers, sales representatives, vendors, and internal teams to ensure renewals are completed accurately and on time.
• Prepare and process customer invoicing, billing and support documentation.
• Maintain accurate customer, renewal, and invoicing information within company systems.
• Manage calendaring and scheduling, including customer meetings, internal meetings, reminders, and follow-ups.
• Proactively track deadlines and outstanding items and follow up with the appropriate parties.
• Support the sales team with proposals, quotes, customer documentation, and other administrative needs.
• Assist Controller with contracts and purchase orders.
• Communicate professionally and promptly with customers and internal stakeholders.
• Identify opportunities to improve and streamline sales support and administrative processes.
• Provide accounting and general operational support as needed.
• Available to travel occasionally for company meetings, events, training, or other business needs.

Qualifications

• 4+ years of experience in sales support, sales administration, customer service, billing, or a similar role preferred.
• 2+ years of experience in renewals sales and accounting background
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple deadlines and priorities with limited supervision.
• Strong written and verbal communication skills.
• Comfortable communicating directly with customers and vendors.
• Experience in month-end close process, reconciliations and reporting preferred.
• Proficiency with Quick Books and Excel
• Experience with CRM, accounting, invoicing, or sales management systems is preferred.
• Ability to learn new systems and processes quickly.
• Dependable, responsive, and comfortable taking ownership of assigned responsibilities.
• Ability and willingness to travel as business needs require.

Onboarding

• Coordinate onboarding for employees and contractors, ensuring all required documentation is completed (W-9, contracts, compliance forms, etc.)
• Set up new hires in internal systems (time tracking, CRM, accounting tools, etc.)
• Ensure alignment and training in the timekeeping system, with billing rates, roles, and project assignments
• Partner with internal teams to ensure a smooth onboarding experience and timely start

Offboarding

• Coordinate offboarding for employees and contractors, ensuring proper system access removal and documentation completion
• Confirm final timesheets are submitted and approved before termination
• Support final invoicing and payroll coordination as needed
• Maintain accurate records and ensure all offboarding steps are completed promptly