Procurement and Billing Coordinator

Treeline•South San Francisco, CA

About The Position

The Procurement and Billing Coordinator serves as the operational backbone connecting customer orders, distributor logistics, depot inventory, and billing. The role owns the process after a quote is signed, including ordering, shipping, depot handling, invoicing, and collections, so these tasks are completed accurately and on time. This is a brand-new role, and the person hired will help define how the function operates. The position supports schools, nonprofits, and healthcare organizations in using technology to make an impact.

Requirements

At least 2 years of experience in an administrative, operations, procurement, or accounting-adjacent role.
Comfort working in ConnectWise or a similar PSA or ERP system, and ability to ramp up quickly on new tools, including AI-assisted workflows.
Ability to build or maintain a simple automated tracker, such as a spreadsheet or workflow tool, to manage recurring data changes.
Exceptional attention to detail and discipline in tracking open items through resolution.
Clear, professional written and verbal communication with customers and distributor partners.
Comfort owning a process end to end and escalating proactively.
Ability to be on-site at the depot when needed, including occasional lifting of packages weighing approximately 40 lbs.
Ability to thrive in a fast-paced environment with shifting daily priorities and a mix of digital and physical tasks.

Nice To Haves

Prior experience working directly with IT hardware and software distributors, including licensing renewals, RMAs, and special pricing requests.
Familiarity with accounts receivable processes, invoicing cycles, and basic reconciliation.
Experience in the MSP, IT services, or distribution industry.
Interest in or exposure to AI-assisted or agent-based workflow tools.

Responsibilities

Own the full customer procurement cycle, from cost and pricing lookups through distributor ordering, shipment tracking, and proactive customer status updates.
Serve as the primary distributor contact for order placement, RMAs, special pricing requests, and custom quoting.
Reconcile distributor invoices and cost updates against orders, and route accurate cost data to accounting.
Work alongside AI-driven automations, using human judgment to handle exceptions, edge cases, and escalations.
Ensure timely receipt, inspection, and logging of inbound packages at the South San Francisco depot.
Track, monitor, and resolve the status of assets moving in and out of the depot to support field and service teams.
Investigate and resolve depot discrepancies, including missing, damaged, or mis-shipped items.
Own invoicing in ConnectWise across projects, product sales, billable hours, and monthly recurring revenue on weekly and monthly cadences.
Build and maintain an automated tracker for monthly distributor unit-cost changes to ensure client invoices are priced correctly.
Set up new ConnectWise agreements and process additions and changes.
Proactively follow up with customers on accounts receivable to keep balances current.
Escalate accounts approaching or exceeding 45 days past due according to policy.