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VAST Data is seeking a Senior Software Order Fulfillment & Licensing Specialist to own the complete lifecycle of software orders and resolve complex licensing and system configuration changes. This is a senior individual contributor role requiring strong analytical skills, sound judgment, and the ability to work independently in a fast-paced environment.
You will evaluate how changes to orders, system configurations, and license assignments affect customer entitlements, operational records, and installation readiness. You'll coordinate downstream financial impacts with Finance and work closely with Sales, Customer Support, Finance, IT, and Order Fulfillment to drive issues from identification through resolution.
Key responsibilities include:
**Software Order Fulfillment:** Own software orders from PO validation through license fulfillment, ensuring accuracy, completeness, and timely execution. Validate software products, quantities, terms, customer information, and fulfillment requirements against approved order documentation. Manage the software backlog, identify blockers, and independently drive follow-up with appropriate stakeholders. Maintain accurate order and fulfillment records across Salesforce, NetSuite, and related operational systems.
**Complex Licensing and Configuration Changes:** Evaluate and execute approved license changes, including transfers, assignment corrections, and updates resulting from system reconfigurations, splits, or merges. Analyze relationships between order details, hardware configurations, system identifiers, license entitlements, and installation records to determine appropriate actions. Assess impact on license quantities, customer and site assignments, and activation; coordinate invoicing or revenue recognition implications with Finance. Confirm required approvals and supporting documentation before executing changes. Reconcile affected records and maintain clear audit trails.
**Issue Resolution and Cross-Functional Coordination:** Investigate discrepancies across orders, system records, license entitlements, and integrations; identify root causes and drive corrective action. Translate complex requests into clear operational steps, identifying dependencies, risks, and decisions requiring stakeholder input. Coordinate with cross-functional teams to resolve issues and prevent downstream disruption. Escalate issues with clear problem assessment, business impact, and recommended resolution. Provide visibility into pending activations, installation timelines, and exceptions to support revenue forecasting.
**Process Improvement and Operational Expertise:** Develop and maintain procedures, decision guides, and validation checks for software fulfillment and licensing changes. Identify recurring issues and recommend improvements to workflows, system controls, and automation. Support system enhancements and testing by defining operational requirements and validating results. Serve as a subject matter resource for complex cases and strengthen team licensing knowledge.
**Requirements:**
- 5+ years of experience in order management, software fulfillment, licensing operations, or related roles, including experience managing complex software licensing or entitlement changes
- Demonstrated ability to independently investigate issues, evaluate alternatives, and drive resolution with limited day-to-day direction
- Strong analytical and logical reasoning skills, with ability to understand relationships among orders, system configurations, entitlements, and operational records
- Experience managing software licenses or entitlements, including changes to quantities, assignments, or configurations
- Strong attention to detail and ability to reconcile information across multiple systems and identify inconsistencies
- Experience using an ERP or order management system
- Proficiency in Excel for data analysis, reconciliation, and exception tracking
- Clear written and verbal communication skills, including ability to explain complex issues and recommend practical solutions
- Ability to prioritize competing demands, adapt to changing requirements, and maintain accuracy under time pressure
**Preferred Qualifications:**
- Experience in enterprise software, infrastructure, storage, or another technically complex business
- Familiarity with enterprise system configurations and the relationship between hardware configurations and software licensing
- Experience with Salesforce, NetSuite, license provisioning platforms, or integrated order-to-cash workflows
- Understanding of how license fulfillment and installation milestones support invoicing and revenue recognition
- Experience improving operational processes, documenting requirements, and supporting system testing
