Admin Operations Associate

Job description

About the role 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. About us Treeline is building a comprehensive software stack to transform traditional Managed Service Providers into a software-defined model powered by automation and AI. Our team combines over 27 years of managed IT, cybersecurity, and compliance expertise with modern AI infrastructure and service. We serve businesses, financial and investment advisors, healthcare providers, life sciences organizations, nonprofits, and education. We are a team of relentless problem-solvers who believe technology should enable human flourishing, in our clients' organizations and in our own. What you will own Customer procurement and distributor management 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. Depot and asset management 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. Billing and accounts receivable 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. What we are looking for Required - 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 have - 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 Compensation and benefits - Salary: $55,000 to $70,000 per year, commensurate with experience - Medical, dental, and vision insurance - 401(k) with company match - Flexible PTO policy - Professional development support Working conditions Full-time, hybrid, based in South San Francisco, California. Requires periodic on-site presence at the depot for shipping and inventory support, including occasional lifting and moving of packages up to approximately 40 lbs. Occasional flexibility needed around month-end invoicing and depot volume spikes. We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive enviroment.