Note: The job is a remote job and is open to candidates in USA. Tokio Marine HCC is a leading specialty insurance company with a focus on innovation and customer service. The Commercial Operations Specialist provides essential commercial and administrative support for Vector3's Managed Services, coordinating the customer lifecycle and ensuring accurate documentation and follow-up.
Responsibilities
- Track committed opportunities from customer confirmation through executed agreement and operational handoff
- Prepare and route approved quotes, order forms, agreements, amendments, and related commercial documents
- Coordinate customer follow-up for signatures, required information, and outstanding documentation
- Coordinate agreement redlines with internal legal resources, maintain version control, and ensure approved language is used
- Document pricing, scope, commercial terms, approvals, and exceptions in the CRM and designated repositories
- Identify stalled transactions, clarify next actions, and escalate blockers to the appropriate owner
- Maintain the renewal calendar and initiate renewal workflows in advance of contract expiration
- Coordinate with TAMs on customer health, service scope, renewal strategy, and potential expansion opportunities
- Prepare and route renewal documents, track approval and signature status, and maintain complete renewal records
- Monitor renewal risks, unresolved customer requirements, and approaching deadlines; escalate when needed
- Ensure executed agreements and customer details are transferred accurately into onboarding, billing, licensing, and service-delivery workflows
- Compare contracted license quantities with available usage and deployment information
- Investigate usage variances with TAMs and other internal stakeholders
- Coordinate supplemental agreements, amendments, and true-up documentation for customer overages or service changes
- Maintain records of quantity changes, effective dates, approvals, and downstream billing or licensing actions
- Monitor completion of commercial obligations and follow up on unresolved items
- Maintain accurate opportunity stages, close dates, contacts, agreement status, renewal dates, contract quantities, and related CRM fields
- Produce reporting on committed deals, agreement status, renewal activity, overages, aging items, and commercial blockers
- Support pipeline, renewal, and revenue forecasting by maintaining timely and reliable commercial data
- Develop and maintain templates, checklists, standard operating procedures, and recurring commercial workflows
- Perform periodic data-quality reviews and correct or coordinate resolution of incomplete records
- Work closely with TAMs, business development, the Managing Director, legal, finance, and customer contacts
- Serve as the central coordinator for commercial next steps, owners, due dates, and status updates
- Support a complete and timely handoff from executed sale to customer onboarding
- Participate in commercial process improvement, reporting automation, and service-scaling initiatives
- Develop and implement short-term and long-term plans to improve commercial operations processes
- Coordinate resources and cross-functional support to ensure renewals, contract workflows, and reporting activities are executed accurately and on time
- Communicate team or group plans, status, and results effectively across legal, finance, sales, customer success, and service-delivery teams
- Prepare clear written and verbal updates that educate and inform stakeholders on contract status, renewals, usage, and commercial process requirements
- Write or contribute to management reports, customer-facing communications, and contractual documentation
- Support business process improvement efforts that improve efficiency and reduce manual effort in commercial operations
- Assist with renewal tracking, usage-based licensing, overage management, and contract true-ups to help ensure accurate billing and commercial alignment
- Perform analysis to identify commercial risks, process gaps, and opportunities for cost-effective execution
- Comply with all corporate policies and procedures
- Identify control objectives for assigned commercial operations processes and help implement practical controls to support accuracy, consistency, and compliance
- Monitor workflows and documentation to help ensure they are performed as intended and escalate issues appropriately
Skills
- Minimum 4 year bachelor's degree in Business Administration, Finance, or a related discipline; or equivalent professional experience
- 2 years of experience in commercial operations, sales operations, deal desk, renewals, contract administration, customer operations, or a related function
- Experience maintaining customer, opportunity, contract, and renewal information in a CRM platform
- Proficiency with Microsoft 365, spreadsheets, reporting, and business-process documentation
- Strong written and verbal communication skills with the ability to manage customer and internal follow-up professionally
- Demonstrated ability to manage multiple deadlines, maintain accurate records, and protect confidential information
- Experience supporting managed services, SaaS, cybersecurity, insurance, technology, or another recurring-revenue business
- Experience with renewals, usage-based or per-user licensing, overage management, and contract true-ups
- Experience with CRM reporting, workflow automation, electronic-signature platforms, or contract-management systems
- Experience coordinating with legal, finance, sales, customer success, and service-delivery teams
- Familiarity with MDR, MSSP, cybersecurity, or technical service terminology
Benefits
- Strong learning culture
- Growth perspectives
- 6% 401K match
- 20 days of PTO and 2 Floating Days
- Paid parental leave
- An opportunity to love what you do
- Competitive salary and employee benefit package
Company Overview