Renewals Administrator

Company Overview:  

Established in 2006, FluidOne is an award-winning provider of secure Connected Cloud Solutions with a £110m turnover and consistently one of the highest Net Promoter Scores (NPS) in the industry. FluidOne has a strong company culture enjoyed by 460 staff and was ranked in the UK top 50 large companies to work for in the Best Companies awards 2023.  

FluidOne supports the needs of 2,000+ customers, including 200 channel resellers, with IT and Cyber Security managed services underpinned by connectivity and communications solutions. A comprehensive managed service provider (MSP), FluidOne has in-house experts that specialise in providing solutions ranging from IT security and disaster recovery, to cloud hosting and Microsoft licence management. As AI becomes a core enabler of innovation, FluidOne’s vision is to lead the way in secure AI adoption, combining innovative Connected Cloud solutions with unmatched expertise and service, empowering businesses to thrive confidently in the AI era. The company consults with its customers to design solutions that complement their in-house IT structures; taking complex hybrid multi-site environments, to make them simple and secure, so end-users can access their business applications wherever they are. 

 FluidOne delivers tailored IT solutions across a broad customer base, structured to meet the specific needs of different market segments. For small and medium-sized businesses (SMBs), FluidOne provides comprehensive IT support through its branch network, delivering localised, expert services that ensure security, efficiency, and scalability, providing individual solutions and fully comprehensive managed services. For enterprise clients, FluidOne offers advanced solutions that manage costs, risks and optimise organisational operational performance, providing everything from design and delivery to ongoing support. Specialising in Data & AI (D&AI), managed services, and cloud transformation, FluidOne’s toolkit includes consulting-led services that help enterprises harness the power of artificial intelligence while maintaining robust compliance and security. FluidOne’s dual-structured approach ensures all customers – from growing SMBs to large, complex enterprises – benefit from trusted, innovative, and future-ready IT services.  

Role Overview: 

The Renewals Administrator will be responsible for supporting the management, tracking and processing of customer renewals across the BIT customer base. Sitting within the Sales Support team, the role will ensure renewal activity is managed in a timely, accurate and organised way, helping to protect recurring revenue, improve customer retention and support the wider commercial team.

The role will involve maintaining accurate renewal records, liaising with customers, vendors, distributors and internal teams, preparing renewal quotations, tracking renewal deadlines and ensuring opportunities are progressed before expiry. The Renewals Administrator will also support the wider Sales Support function by providing cover for other sales support roles during periods of annual leave, absence or increased workload, helping to maintain continuity of service for customers and colleagues.

This is an important administrative and commercially focused support role, suited to someone who is organised, proactive, detail-driven and comfortable working across multiple systems, customers and internal departments.

Responsibilities:

• Renewal tracking and administration: Maintain accurate records of upcoming customer renewals, contract end dates, licence expiries and service renewal dates to ensure renewal activity is managed in advance.
• Renewal quote preparation: Prepare accurate and timely renewal quotations, working with vendors, distributors, procurement, sales and internal teams to obtain pricing and ensure information is commercially appropriate.
• Customer communication: Liaise with customers regarding upcoming renewals, pricing, contract information, licence requirements and renewal queries in a professional and timely manner.
• Internal sales support: Work closely with the Sales Support Manager, Account Managers and wider commercial team to ensure renewal opportunities are visible, progressed and completed before expiry.
• Vendor and distributor liaison: Obtain renewal pricing, validate contract information, confirm product or licence details and manage renewal queries with vendors and distributors.
• CRM and record management: Update customer records, renewal opportunities, quote activity and internal notes to ensure accurate visibility, forecasting and reporting.
• Opportunity follow-up: Proactively follow up on outstanding renewal quotes, customer responses and internal actions to help secure renewals and reduce missed or delayed opportunities.
• Order processing support: Support the processing of renewal orders through the required internal systems, including order entry, validation, internal handover and support with invoicing or order queries where required.
• Customer retention support: Help identify potential risks, delays or customer concerns within the renewal process and escalate these to the Sales Support Manager or Account Manager where appropriate.
• Reporting and visibility: Maintain renewal trackers and provide updates on renewal status, outstanding actions, upcoming deadlines and completed activity.
• Process compliance: Follow agreed sales support, renewal and commercial processes to ensure consistency, accuracy and good internal documentation.
• Cross-functional collaboration: Work closely with Sales Support, Account Management, Procurement, Finance, Service Delivery, Logistics and Operations to ensure renewal activity is completed smoothly and customer requirements are handled efficiently.
• Sales Support team cover: Provide cover for wider Sales Support roles during annual leave, absence or busy periods, supporting quote generation, customer enquiries, order processing, CRM updates and general administrative tasks where needed.
• General administration: Perform general administrative duties as required to support the Sales Support Manager and wider commercial team.

Requirements:  

• Confident and proactive attitude
• Strong attention to detail
• Good communication skills
• Good listening skills
• Highly organised with the ability to manage multiple deadlines
• Comfortable working with customers, vendors and internal teams
• Ability to analyse information and ask relevant questions
• Able to follow procedures and maintain accurate records
• Calm under pressure
• Good administrative and system skills
• Commercial awareness and an understanding of the importance of customer retention

Disclaimer: 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. 

Benefits after probationary period:

• Subsidised health and dental care
• Employee Assistance Programme (EAP)
• Life assurance (3x salary)
• Sodexo discount platform
• FluidOne breakfast and refreshments on office days
• Pension contribution – 5% company contribution
• Generous holiday entitlement
• One day off for birthday
• Half price internet connectivity
• Ride2Work scheme
• Department incentives
• Volunteer day scheme

Send CV with covering letter to recruitment@fluidone.com with the job title as the subject field.

FluidOne is an equal opportunities provider and welcomes applications regardless of sex, marital status, ethnic origin, disability, religion, sexual orientation, or age.