Hybrid Fulfillment & Procurement Coordinator – Software

at Oxygen Forensics

• Job title: Fulfillment & Procurement Coordinator – Software
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Alexandria, United States

About the role

• Fulfillment & Procurement Coordinator managing software and hardware orders at Oxygen Forensics. Supporting sales through efficient fulfillment, inventory management, and process improvement.

Responsibilities

• 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.
• Process software license activations upon confirmed payment; manage key issuance, upgrades, and renewals across all delivery channels in accordance with fulfillment policy.
• Maintain company presence and manage transactions on commercial reseller and VAR portals; submit deal registrations, process orders, and track licensing activity across partner channels.
• Utilize Zoho CRM to process and track fulfillment workflows, including deal validation, status updates, and order documentation.
• Track and manage physical asset inventory (dongles, tokens, hardware accessories) using RefTab or equivalent systems.
• Package and coordinate shipment of physical components as needed, ensuring timely and secure delivery.
• Partner with the sales team on licensing documentation, order status inquiries, and customer-facing fulfillment questions to support deal closure and renewals.
• Maintain accurate fulfillment records and generate periodic reports for operations and finance review.
• Identify and help implement efficiency gains across the fulfillment and procurement workflow.

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.

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.