Fulfillment & Procurement Coordinator – Software – Alexandria, VA

Oxygen Forensic • Alexandria, VA

2d • Hybrid

About The Position

The Fulfillment & Procurement Coordinator is responsible for executing the end-to-end software and hardware fulfillment lifecycle — from order intake through license activation and delivery — while providing direct support to the sales team through VAR and commercial reseller portal management. This role is the operational link between Sales, Finance, and Support, ensuring that every order is processed accurately, every license is delivered on time, and every channel relationship is maintained with care. The ideal candidate is organized, process-driven, and comfortable working independently in a cross-functional environment.

Requirements

• 2–4 years of experience in software fulfillment, order operations, licensing administration, or a related operational support role.
• Experience with VAR or commercial reseller portals and software licensing models (perpetual, subscription, or seat-based); familiarity with Zoho CRM is a plus.
• Detail-oriented with strong organizational and time management skills; able to manage multiple open orders simultaneously without dropping the ball.
• Working knowledge of software licensing models and channel distribution; experience in a technology or software company preferred.
• Strong written and verbal communication skills; comfortable interfacing with sales reps, channel partners, and customers.
• Comfortable working across multiple software systems simultaneously (CRM, licensing portals, email); prior experience with Zoho CRM or a comparable platform strongly preferred.
• Proficiency in Microsoft Office or Google Workspace; demonstrated comfort navigating web-based portals and license management systems with speed and accuracy.

Responsibilities

• Order Processing: Manage incoming software and hardware orders end-to-end; verify order completeness and accuracy before processing and maintain a clear audit trail in Zoho CRM.
• License Fulfillment: Process software license activations upon confirmed payment; manage key issuance, upgrades, and renewals across all delivery channels in accordance with fulfillment policy.
• VAR & Reseller Portal Management: Maintain company presence and manage transactions on commercial reseller and VAR portals; submit deal registrations, process orders, and track licensing activity across partner channels.
• CRM Workflow Management: Utilize Zoho CRM to process and track fulfillment workflows, including deal validation, status updates, and order documentation.
• Inventory Coordination: Track and manage physical asset inventory (dongles, tokens, hardware accessories) using RefTab or equivalent systems.
• Shipping & Logistics: Package and coordinate shipment of physical components as needed, ensuring timely and secure delivery.
• Sales Support: Partner with the sales team on licensing documentation, order status inquiries, and customer-facing fulfillment questions to support deal closure and renewals.
• Reporting & Documentation: Maintain accurate fulfillment records and generate periodic reports for operations and finance review.
• Process Improvement: Identify and help implement efficiency gains across the fulfillment and procurement workflow.

Benefits

• 401(k) with employer match
• Medical, Dental, Vision Insurance
• Paid time off (PTO + 11 holidays)
• Growth-Oriented Culture: Work with a supportive, mission-driven team in a dynamic, innovative environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees