Responsibilities

The Third Party Renewal Coordinator is responsible for supporting the management of third-party contract renewals. This role works closely with customers, vendors, sales teams, and internal departments to ensure contracts and warranties are tracked accurately, renewal opportunities are identified, and coverage remains active. The ideal candidate is highly organized, detail-oriented, and enjoys managing multiple tasks in a fast-paced environment.

Key Responsibilities:

Contract Renewals

• Monitor upcoming third-party maintenance, software, and service contract renewals.
• Coordinate renewal activities with customers, vendors, and internal departments
• Request renewal pricing and documentation from vendors as needed.
• Assist in preparing and processing renewal quotes, purchase orders, and invoices.
• Maintain accurate records of renewal opportunities and contract statuses.
• Follow up on pending renewals to help ensure timely completion.

Customer and Vendor Support

• Serve as a point of contact for renewal related questions.
• Communicate professionally with customers, manufacturers, distributors, and service providers.
• Escalate complex issues to management when necessary.
• Build positive working relationships with internal and external partners.

Reporting and Administrative Support

• Generate reports on upcoming renewals.
• Assist with process improvements and documentation updates.
• Support audits and record retention requirements.

Education / Qualifications

Required Qualifications:

• Bachelor’s degree in Business, Supply Chain, Operations, Finance, or related field.
• 0-3 years of experience in customer service, contract administration, sales support, operations, or a related field.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, particularly Excel and Outlook.
• Ability to manage multiple priorities while maintaining attention to detail.

Preferred Qualifications:

• Experience working with contracts or service programs.
• Familiarity with CRM, ERP, or contract management systems.
• Experience supporting customers or vendors in an administrative capacity.

Key Competencies:

• Organization and attention to detail
• Customer service
• Administrative coordination
• Communication skills
• Problem solving
• Data entry and record management
• Time management
• Team collaboration

Success Measures:

• Timely processing of renewals transactions.
• Accuracy of contract records.
• Reduction in missed renewal and expiration opportunities.
• Positive customer and vendor feedback.
• Compliance with internal processes and documentation requirements.

This role is designed to be an entry point into contract and renewal management while developing expertise in customer support, vendor coordination, and recurring revenue programs.

About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all. 

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.