About us:
InSource Solutions is a leading industrial software solutions provider and a trusted partner of AVEVA, a global leader in engineering and industrial software. Leveraging AVEVA and other partner’s portfolios, we specialize in delivering cutting-edge services and solutions that empower businesses across various industries to optimize their operations, improve efficiency, and achieve their digital transformation goals.
Position Overview
The Order Entry Administrator plays a key role in ensuring the accuracy, compliance, and timely execution of all software and services orders. This position directly supports revenue operations by processing licenses, subscriptions, maintenance renewals, hardware, and engineering services in accordance with vendor and internal financial requirements.
This role works cross-functionally with Sales, Finance, and Project Management to ensure orders are complete, documented, and audit-ready, minimizing revenue leakage and billing delays.
Key Responsibilities
Order Processing & Revenue Support
• Accurately enter and validate software license orders, subscriptions, maintenance renewals, and hardware in accordance with vendor commercial guidelines.
• Ensure correct SKUs, pricing tiers, quantities, contract terms, and customer details prior to submission.
• Monitor vendor partner portals (e.g., AVEVA) for order confirmations and status updates.
• Support proper revenue recognition through complete documentation, in coordination with the Finance department.
• Deliver electronic licenses and manage renewal workflows.
Cross-Functional Coordination
• Collaborate with Sales and Sales Support to ensure purchase orders and required documentation are complete. Resolve discrepancies to allow for timely order processing.
• Coordinate with Finance to ensure invoicing accuracy, billing schedules, and compliance with internal controls.
• Process RMAs and order adjustments as needed.
• Communicate with customers to clarify discrepancies and secure necessary documentation.
Compliance & Documentation
• Maintain organized digital records of contracts, licenses, renewals, and related correspondence.
• Support audit inquiries by ensuring data accuracy and documentation consistency.
• Identify process improvement opportunities to enhance accuracy and efficiency.
Required Qualifications
• 3+ years of order entry, administrative, or operations experience in a fast-paced environment.
• Demonstrated accuracy in ERP or CRM systems (NetSuite, Microsoft Dynamics, Salesforce, or similar).
• Strong proficiency in Microsoft Excel and Office applications.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Must be willing to support West Coast time zone.
Preferred Qualifications
• Experience with industrial software licensing environments.
• Familiarity with MES, SCADA, HMI, or automation-related terminology.
• Experience working with vendor partner portals.
Key Attributes
• Detail-oriented and process-driven.
• Continuous improvement mindset.
• Proactive in approach to solving problems.
• Comfortable managing high order volume with precision.
• Strong collaborator across Sales, Finance, and Operations.