Licensing Specialist

About the role

The Licensing Coordinator is accountable for delivering a proactive, accurate and customer focused renewals service that protects service continuity, strengthens retention, supports growth and delivers trusted customer relationships.

• Maintain an accurate customer renewals schedule and pipeline, ensuring upcoming licence and subscription expiries are identified, categorised, assigned and progressed in good time.
• Own and manage lower value renewals through to completion, ensuring customers are engaged proactively, requirements are confirmed and renewal outcomes are delivered successfully.
• Maintain accurate renewal records, forecasts, milestone tracking and status updates, highlighting priorities, overdue actions, approaching deadlines and potential expiry risks.

• Validate customer entitlements, quantities, subscription terms, renewal dates and supporting information to ensure renewal requirements are accurate, complete and ready for processing.
• Work with vendors and distribution partners to obtain renewal pricing, programme information and available options, supporting accurate quotation and proposal creation aligned to customer requirements.
• Identify licensing scenarios, missing information or renewal complexity requiring further commercial or licensing review, escalating these to the Licensing Specialist where appropriate.

• Coordinate the administrative requirements associated with licensing renewals from initial identification through to order readiness, ensuring documentation and internal records are complete.
• Maintain vendor portals, including deal registrations and supporting information required to progress renewal activity effectively.
• Identify renewal risks, delays or potential lapses early, escalating issues and coordinating internal action to protect service continuity and support timely reporting.

• Escalate identified risks, blockers or approaching deadlines to the Licensing Specialist or relevant stakeholder in sufficient time for corrective action.
• Maintain clear records of outstanding actions and follow up with internal stakeholders to ensure activity is progressed.
• Highlight recurring administrative or process issues that could impact renewal efficiency, service continuity or customer experience.

• Maintain effective working relationships across sales, purchasing, order fulfilment, finance, vendors and distribution partners to ensure renewal information and actions are coordinated effectively.
• Liaise with vendors and distribution partners to obtain the pricing, documentation and supporting information required for renewal preparation.
• Provide clear and timely renewal updates to internal stakeholders and support the Licensing Specialist with accurate information for customer discussions and commercial engagement

• Highly organized and process focused
  – able to coordinate multiple renewals, deadlines and activities while following established processes consistently and identifying opportunities to improve operational efficiency.
• Responsive, dependable and accountable
  – progresses assigned actions promptly, follows through on outstanding requirements and takes responsibility for the quality and completeness of renewal activity within their remit.
• Detail oriented and accurate
  – ensures renewal dates, quantities, pricing, customer information and documentation are complete, correct and maintained to support timely processing and reporting.
• Licensing aware and risk conscious
  – understands licensing terminology, subscription structures and renewal…