Admin Operations Associate

Treeline•San Francisco, CA

12d•$55,000 - $70,000•Hybrid

About The Position

A Treeline business unit focused on managed IT services is looking for an Admin Operations Associate to serve as the operational backbone connecting customer orders, distributor logistics, depot inventory, and billing into one accountable system. This role exists so our Customer Success Managers can sell with full confidence that once a quote is signed, everything downstream, including ordering, shipping, depot handling, invoicing, and collections, is handled accurately and on time without landing back on their desk. If you are organized, thorough, and energized by owning a process end to end, this role gives you real ownership from day one. This is a brand-new role within our team. There is no incumbent and no prior playbook. The person we hire will help define how this function runs.

Requirements

2 or more years in an administrative, operations, procurement, or accounting-adjacent role
Comfortable working in ConnectWise or a similar PSA/ERP system; quick to learn new tools including AI-assisted workflows
Able to build or maintain a simple automated tracker (spreadsheet, script, or workflow tool) to manage recurring data changes such as monthly unit cost updates
Exceptional attention to detail with the discipline to track open items until they are actually closed
Clear, professional written and verbal communication with both customers and distributor partners
Comfortable owning a process end to end and escalating proactively rather than letting issues sit
Able to be on-site at the depot when needed, including occasional lifting of packages up to 40 lbs

Nice To Haves

Prior experience working directly with IT hardware and software distributors
Familiarity with AR processes, invoicing cycles, and basic reconciliation
MSP, IT services, or distribution industry experience
Interest in or exposure to AI-assisted or agent-based workflow tools

Responsibilities

Own the full customer procurement cycle: cost and pricing lookups, distributor ordering, shipment tracking, and proactive status updates to customers.
Serve as the primary point of contact with distributors for order placement, RMAs, special pricing requests, and custom quoting.
Reconcile distributor invoices and cost updates against orders.
Work alongside custom-built AI automations that handle repetitive procurement steps, applying human judgment to exceptions, edge cases, and escalations.
Ensure timely receipt, inspection, and logging of all inbound depot packages at our South San Francisco warehouse.
Track, monitor, and resolve the status of all assets moving in and out of the depot.
Investigate and close out depot discrepancies such as missing, damaged, or mis-shipped items.
Be available on-site as needed during peak periods.
Own invoicing in ConnectWise across projects, product sales, billable hours, and monthly recurring revenue on weekly and monthly cadences.
Collect and validate unit costs that feed into each client invoice and build a repeatable process for tracking monthly cost changes.
Set up new ConnectWise agreements and process additions and changes.
Drive proactive AR follow-up and escalate accounts approaching 45 days past due per policy.