Licensing & Process Operations Coordinator

About Chemaxon

Chemaxon is an industry-leading cheminformatics software company helping early-stage drug discovery and chemistry research for more than 25 years. Our clients are top pharmaceutical companies, innovative biotech startups, and leading academic institutions. 
We are agile, innovative and friendly, offering compelling opportunities for frequent collaboration and cross-training with teammates and stakeholders.

We operate internationally, with regional teams based in Budapest (HQ), UK, Boston, San Diego and Basel (Switzerland), along with distributors in the Asia Pacific. We have recently been acquired by Certara, a US-based model-informed drug development services and software company. We are in an exciting time of organizational and business growth, so now is the perfect time to join our team! 

About the role 

The Licensing and Process Operations Coordinator is responsible for managing the end-to-end license issuance process based on commercial quotes. This role ensures that all licenses are issued accurately, timely, and in alignment with contractual terms and internal policies, while also contributing to process improvement. The Licensing and Process Operations Coordinator also provides guidance to Sales and relevant teams on how to structure deals to facilitate efficient and compliant licensing administration.

About your responsibilities

• Review sales quotes and agreements to determine correct licensing requirements.
• Issue licenses in the relevant internal systems based on validated quotes and standardized procedures.
• Act as the main point of contact for internal licensing questions across Sales, Customer Success, and Operations.
• Maintain and improve documentation and workflows related to licensing and internal procedures.
• Ensure alignment with internal policies and licensing frameworks, supporting compliance and consistency.
• Monitor license usage and assist with internal audits, data validation, and process reviews.
• Identify and implement process improvements across licensing and related operational workflows.
• Collaborate with internal teams (Ops, Legal, Product, Finance) to ensure license issuance practices align with evolving systems and policies.
• Support automation and tooling improvements that reduce manual effort and error risk in licensing-related tasks.
• Track key operational metrics (e.g., turnaround time, error rates, volume trends) and surface insights to leadership.
• Contribute to continuous improvement initiatives by highlighting inefficiencies, proposing solutions, and piloting process changes.

Experience, skills and knowledge you should bring to us

• Strong attention to detail and process orientation.
• Ability to interpret commercial quotes and translate them into correct licensing actions.
• Excellent communication skills, especially when working with cross-functional teams.
• Proficiency with CRM or licensing systems (e.g., Salesforce, proprietary tools).
• Basic understanding of SaaS and other software licensing models and business operations preferred.
• Analytical thinking and a proactive approach to problem-solving.

What we offer

• Hybrid-way of working (8 days/month home office).
• Private health insurance (Medicover).
• Daily entry into Life1 Fitness Clubs.
• Generous annual training budget supporting your professional development (off-site training, international conferences, e-books).
• We work with global Top500 companies (R&D) and leading academic institutions, giving you a chance to gain insights into these dynamically evolving industries.
• Inspiring working environment - leisure and recreation area, playing corner for children, English lessons, yearly user conference with social programs, innovation days. 
• You will be a valued member of a creative and supportive agile team. 
• Everyday use of English in a multicultural environment.

Please note, we’re unable to support relocation or sponsor visa for this role.