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Contracts Manager


Allocate Software | Administration | Richmond, England

Role Summary:

The Contracts Manager will be primarily responsible for:

  • The maintenance of the UK business’s electronic contract management system
  • Contract quality and accuracy in respect of adherence to the delegation of authority and pricing schedules
  • In-term contract renewals of the UK business’s SaaS (Software-as-a-Service) products

The role will entail, but is not limited to, the following activities:

  • Maintenance of the electronic Contract Management System ensuring that executed copies of all Customer contracts are retained on file, indexed appropriately and matched to the CRM contract information
  • In conjunction with the UK Finance Director, responsibility for the accuracy of the Contract line data in the CRM system for the UK customer base
  • Day to day line management responsibility for CRM Data Specialist
  • Supporting the UK Sales teams through contract reviews and draft contract preparation for SaaS products. Ensuring that the commercial schedules are consistent with approved pricelists and product lists
  • Coordination of the periodic Customer licence audit programme; including data gathering, communications preparation and supporting analysis for the UK Sales Teams
  • Supporting the UK General Manager, UK Sales Director and UK Finance Director in enforcing the delegation of authority for all new Customer contracts
  • Overall responsibility for the in-term renewals of Allocate’s SaaS based Customer contracts, including the reporting and escalations of overdue accounts: 
      - Developing relationships with contacts in Customer organisations
     - Sending out renewal quotes to Customers and following up as required
     - Working with the UK Finance Director to escalate where appropriate to ensure that all Customers renew on time
  • Maintenance of the UK Price list for SaaS products within Allocate’s CRM system:
     - Supporting the Account Managers on new and renewal deals on SaaS pricing matters
     - Working with the Product Director, Marketing Director and UK Sales Director, as appropriate, to develop price lists for new products for approval
  • In conjunction with the Marketing Director and Product Director maintenance of the UK saleable product list
  • Working with the UK Finance Director to develop a service level agreement for the UK business with the Contracts Management Team
  • Ad-hoc tasks as reasonably requested in line with supporting the UK Finance Director and the wider UK Management Team

Key Skills & Competencies:

The following skills are required in the performance of this role:

  • Excellent communication skills, written and spoken (accuracy and detail important).
  • Strong understanding of the key elements on customer contracts
  • Strong listening skills, ability to handle objections, and influence positively
  • Good administration and organisational skills
  • Excellent attention to detail
  • Office software application skills (i.e. MS Word, Excel, Outlook), some previous experience of using a Customer Database would be helpful
  • Aptitude for numbers and understanding of the Purchase Order process would be useful
  • Detail oriented, proactive, energetic, professional self-starter ability to work effectively in cross-functional teams


The following experience will be an advantage but is not essential:

  • At least two years of customer service or sales support (especially B2B) is helpful, perhaps with a background in a sales/telesales &/or customer relationship environment
  • Demonstrable success at working flexibly and openly with a wide range of team-members
  • A track record of working in a fast moving and challenging environment
  • Experience in business, finance or related area or an equivalent combination of education and work experience