Order Administration Specialist
Location: Remote
Experience Required: 6+ Years
Who are we looking for?
We are looking for a detail-oriented Executive to manage invoices, financial records, and reporting. The ideal candidate has a good understanding of AP/AR, order management, and basic VAT, along with experience in ERP systems (preferably Microsoft Dynamics 365).
You should be organized, accurate, and proactive, with strong communication skills and the ability to coordinate across teams to ensure timely approvals and smooth financial operations.
What will you do?
Key Responsibilities
- Sales & Stakeholder Support
· Act as a operational partner to the sales team, supporting client communication and daily sales operations with minimal supervision.
· Respond quickly and reliably to sales requests related to opportunities, renewals, orders, and billing status.
· Communicate directly with customers when required to support quotations, renewals, invoicing, and issue resolution.
· Collaborate closely with global operations teammates and cross‑functional teams such as Sales, Accounts, Marketing, and Technical Support across time zones.
Order Management & Software Renewals
· Take end to end ownership of software renewal operations, including subscriptions, maintenance, and support agreements.
· Verify renewal pricing, contract terms, quantities, and renewal periods in coordination with Sales and Vendors.
· Ensure customer purchase orders fully align with approved quotations, renewal terms, and billing requirements prior to processing.
· Coordinate with vendors and distributors to validate renewal pricing, contract continuity, and entitlements.
Invoicing & Billing
· Own the invoicing process for software orders and renewals, ensuring invoices are issued accurately, on time, and aligned with contract start dates and billing schedules.
· Act as point of contact for renewal related billing questions, proactively resolving discrepancies and driving corrective actions where needed.
· Work closely with Finance / Accounts to ensure accurate billing, correct revenue timing, and compliance with internal controls for recurring revenue.
· Serve as a quality gate for renewal invoicing, identifying and mitigating risks before customer impact occurs.
Systems, Data & License Management
· Maintain high data integrity in all our systems, including opportunities, renewal records, contract details, and billing relevant information.
· Support Sales with renewal forecasting readiness by ensuring CRM data is complete, accurate, and up to date.
· Oversee software license key management and entitlement delivery, ensuring timely and correct customer access after order and invoice completion.
Qualifications and requirements·
Bachelor of Business Administration, Communications, or a related field (or equivalent experience).
· Strong organizational skills with excellent attention to detail.
· Effective written and verbal communication skills in English
· Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
· Advanced Excel proficiency, including complex formulas, data analysis, and modeling
· Willingness to learn CRM/ERP systems (Salesforce/MSD365 experience is a plus, but not required).
· Strong problem-solving skills and a proactive, team-oriented mindset.
· Comfortable working both independently and as part of a collaborative team.
This role requires consistent availability aligned with U.S. Central Time (Texas), from 8:00 AM to 5:00 PM CT, to support cross‑regional stakeholders.
Job Types: Full-time, Permanent
Pay: ₹700,000.00 - ₹1,000,000.00 per year
Work Location: Hybrid remote in Remote
