Order Processing Administrator at MAXUT Consulting Limited

JOB SUMMARY

The Order Processing Administrator is responsible for managing end-to-end customer order processing, order fulfilment by OEM partners, and annual software license renewals. The role is primarily responsible for  the smooth delivery of MAXUT’s 2FA and cybersecurity hardware and software lincenses to its customers and ensures that annual customer support and maintenance contracts are accurate kept up to date. 

This role ensures timely processing of client orders, accurate information and proactive management of service renewals

GENERAL DESCRIPTION   

Order Processing

• Receive, validate, and process customer orders and service requests based on Purchase Orders (POs) and instructions received from MAXUT Finance Officer.
• Ensure all orders comply with company policies, commercial terms, and SLA agreements.
• Coordinate with the finance team to place orders with the OEM, based on OEM Quotes for each order ensuring proper documentation and compliance with commercial terms. 
• Coordinate shipment management;
• Prepare shipping documents and liaison with the OEM Order management teams and MAXUT nominated clearing agent, and complete necessary official paperwork including Form M, Packing List, SONCAP Inspection , Proforma Invoice etc. where applicable.
• Track order status and order shipment dates with the OEM to ensure adequate preparations are in place for order delivery. For software license only orders, ensure that appropriate technical contacts, project team or end customer are informed of license delivery
• Coordinate with finance, sales, and technical teams to ensure proper billing, provisioning, and delivery of services.
• Tracking shipment from OEM to Nigeria and onward to the MAXUT local store.
• Maintain accurate order records for hard and soft tokens client-wise.

Service Renewal Management

• Track and manage upcoming contract/service renewal dates and product licenses in a database or other data management tools.
• Update customers license information as new orders are placed and delivered
• Send timely reminders to customers at least 3 months before renewal due dates and at agreed intervals after that.
• Generate license renewal quotes for each customer and liaise with account managers for client communication.
• Follow up with clients on renewals, upgrades, or extensions to ensure continuity of service.
• Present monthly renewal status summary reports, outstanding renewals and other useful information Management.

Administrative & Documentation Support

• Keep a minimum inventory of hardware and licenses in stock and replenish as required
• Prepare service agreements, increment letters, order confirmation letters, and renewal notices.
• Maintain accurate documentation of contracts, invoices, and service agreements.
• Support audits by ensuring compliance with regulatory and contractual requirements.
• Provide periodic reports on order processing and renewal performance to management.

Qualification

• Bachelor’s degree in Business Administration, Supply Chain, Information Technology, or related field.
• 4–5 years’ experience in order processing, service administration, or renewals (preferably in IT/telecom/cybersecurity sector).
• Experience in OEM order placement, shipment management, and liaising with clearing agents is required.
• Familiarity with Nigerian import processing requirements, international trade and shipping documentation
• Familiarity with IT subscription services, software  licensing models, is an added advantage.

SKILL/ COMPETENCY REQUIRED

• Strong organizational and administrative skills.
• Excellent communication and customer service skills.
• Proficiency in CRM/ERP systems and Microsoft Office Suite.
• Knowledge of import/export documentation and shipment handling processes.
• Attention to detail and ability to work with deadlines.
• Knowledge of IT/cybersecurity solutions (advantageous).
• Ability to coordinate with cross-functional teams and external partners.

KEY PERFORMANCE INDICATORS/ MEASUREMENT CRITERIA

• Process improvement – New innovation and tools to improve existing processes
• Order Accuracy: Percentage of error-free orders processed.
• Turnaround Time: Average time to process and confirm customer orders.
• Renewal Rate: Percentage of contracts renewed before expiry.
• Shipment Efficiency: Timeliness and accuracy of OEM order placement, shipment tracking, and delivery to local store.
• Compliance: Adherence to internal procedures and regulatory requirements.

INTERNAL LIAISON

• Business Development, Finance, and Technical teams

EXTERNAL LIAISON

• OEMs, distributors, clearing agents, logistics providers, and customers