Operations Support Assistant

This is a remote position; however, preference will be given to applicants in the Pensacola FL area who are able to work in office.

Description (who you are): 

As a member of the EarthSoft Administration Department you are part of the Operations Team which handles subscription renewals, client licensing agreements, and supports Company Leadership. You work under the direction of the Subscription Renewal Administrator to advance team initiatives and perform daily tasks that will assist the team in achieving department and Company goals.  

You handle sensitive information and confidential Company data for specific purposes and on a need-to-know basis only; you must maintain the confidentiality of communications and the security of documents. 

Responsibilities (what you do):  

• Assist with recurring client communications including advance Renewal Notifications for all subscriptions, Thank You letters for payments received, and Notice of the loss of Client in Good Standing (CIGS) status for clients owning expired subscriptions 

• Assist with preparation of Renewal Price Quotes (PQs) in collaboration with the Sales Team 

• Communicate and collaborate with Inside Sales and Account Management Teams to address client renewal needs 

• Assist with processing standard client license related agreements according to company policy and procedures 

• Assist with recurring reporting as directed by Subscription Renewal Administrator and Operations Coordinator 

• Maintain logs, minutes, and lists and track the status of all Agreements Team cases 

• Assists with Agreements projects as needed 

• Schedule and conduct meetings with C-Level executives, taking careful notes, and moving action items forward per meeting decisions (communicate what, to whom…) 

• Assist with clerical and communications tasks, including updating documentation and filing as directed by Operations Coordinator 

• Assist the team with identifying and implementing internal process improvements 

• Perform data entry tasks as instructed to keep applicable Company data repositories current 

• File documents (such as contracts, PQs, and purchase orders) in the appropriate systems and folders 

This description is not a complete listing of activities, duties or responsibilities that may be required of the employee; other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice. 

Requirements (skills you have): 

• Highly motivated work ethic to research cases and to acquire all pertinent information necessary; a personal determination to successfully complete all assigned tasks   

• Ability to take independent action and to use all available resources to perform assigned tasks, along with the ability to ask for guidance or assistance when needed 

• Strong attention to detail is essential; high standards for work product accuracy are expected and maintained as a matter of process 

• Ability to quickly learn new processes, techniques, and business tools and to apply such knowledge and skills in the performance of assigned tasks 

• Self-discipline to produce the expected quality and volume of work within established timeframes, and to reliably complete assigned tasks properly and professionally     

• Ability to communicate professionally with other employees, colleagues, and customers in a virtual work environment 

• Ability to follow specific instructions, relevant Company Policies and Standard Operating Procedures to successfully achieve employee duties and team commitments and obligations 

• Ability to discern confidential information and to understand the approved methods of transmitting, using, and storing it securely, confidentially, and only for the intended purpose 

• Ability to manage time, to properly prioritize, efficiently schedule, and regularly achieve multiple tasks related to team responsibilities and ongoing operations 

• Must be a U.S. Citizen and reside in the continental U.S. due to client contract obligations 

• Great communication skills including active listening, writing, and speaking using clear and concise language, and promptly completing assigned action items 

• Excellent computer skills with a demonstrated ability to learn are required; knowledge of Microsoft Office, CRM, Teams, and SharePoint preferred  

• At least 2 years of previous work experience in a professional office setting 

EarthSoft provides equal employment opportunities to all employees, consultants, agents, and applicants for employment without regard to any legally protected status such as race,

color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or service in the military. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.