Admin Operations Associate

Overview

Varsity Technologies, a division of Treeline, seeks a dedicated Admin Operations Associate to integrate and manage the entire operational chain encompassing customer orders, distributor logistics, depot inventory, and billing processes into one accountable system. This in-person position is located in South San Francisco, California, requiring regular attendance at the depot.

Key Responsibilities

You will be responsible for overseeing the complete order-to-cash process involving hardware, products, and services. Tasks range from distributor pricing and procurement to invoicing and collections, working closely with Varsity's AI-powered automation tools to streamline repetitive tasks while applying human discretion on exceptions and escalations. The role frees Customer Success Managers from operational follow-ups, allowing them to focus solely on sales and proposals, with all downstream operations managed efficiently under your oversight.

About the Company

Varsity operates under Treeline and delivers technology services aimed at transforming traditional Managed Service Providers (MSPs) into automated, AI-driven software-defined entities. Our expertise spans 27 years in managed IT, cybersecurity, and compliance, serving a diverse client base including businesses, financial advisors, healthcare, life sciences, nonprofits, and education sectors. Our team is committed to empowering organizations through technology that enhances human productivity and success.

Detailed Responsibilities

• Manage the entire customer procurement cycle, including distributor ordering, pricing verification, shipment tracking, and proactive customer communication.
• Act as the main liaison to distributors for order placement, RMAs, special pricing, and facilitating both online and custom quotes.
• Reconcile distributor invoices with orders and communicate accurate cost information to accounting.
• Collaborate with AI-driven automation tools to automate repetitive procurement tasks, intervening as necessary for exceptions.
• Relieve Customer Success Managers by fully handling order processing to prevent operational tasks from reverting to sales staff.
• Ensure prompt receipt, inspection, and logging of all inbound shipments at the South San Francisco depot.
• Provide on-site support for inventory counts, staging, and shipping during busy periods.
• Maintain accurate asset tracking for all items moving through the depot, supporting field and service teams.
• Investigate and resolve depot discrepancies such as missing, damaged, or incorrect shipments.
• Manage invoicing in ConnectWise, ensuring accuracy across projects, sales, billable hours, and recurring revenue with appropriate timing.
• Maintain and validate unit cost data for invoices, establishing automated processes to handle monthly cost adjustments.
• Set up and manage new ConnectWise agreements, processing updates as needed.
• Drive proactive accounts receivable follow-up to maintain timely customer payments, escalating overdue accounts as per policy.

Qualifications

• Minimum of 2 years in administrative, operational, procurement, or accounting-related roles; experience in MSP, IT services, or distribution sectors highly preferred.
• Proficiency in ConnectWise or similar PSA/ERP systems with the ability to quickly adopt new technologies, including AI workflows.
• Experience creating or maintaining automated tracking systems using spreadsheets, scripts, or workflow tools.
• Exceptional attention to detail and commitment to closing outstanding items thoroughly.
• Strong written and verbal communication skills for effective interaction with customers and distributors.
• Ability to take full ownership of processes from start to finish with proactive escalation strategies.
• Availability for on-site presence at the depot for inventory and shipping assistance.
• Capability to thrive in a dynamic environment with changing daily priorities, balancing digital and physical responsibilities.

Desired Skills

• Hands-on experience working directly with IT hardware and software distributors (e.g., licensing renewals, RMAs, special pricing).
• Familiarity with accounts receivable procedures, invoicing cycles, and reconciliation practices.
• Interest in or prior exposure to AI-assisted workflow automation tools.

Working Conditions

• Full-time position based in South San Francisco, with a hybrid work model requiring regular on-site presence at the depot.
• Physical demands include occasional lifting and moving of packages up to approximately 40 pounds.
• Flexibility needed during month-end invoicing and peak depot activity periods.

Benefits

• Annual salary range of $55,000 to $70,000, commensurate with experience.
• Comprehensive medical, dental, and vision insurance coverage.
• 401(k) retirement plan featuring company matching contributions.
• Flexible paid time off policies.
• Support for professional growth and development.

Additional Information

Varsity Technologies, operated by Treeline, is an equal opportunity employer fostering a diverse and inclusive workplace. Employment is contingent upon successful completion of background checks.