Admin Operations Associate

Job Description

Job Description

Varsity, a company under Treeline, 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 is based in South San Francisco, California, with regular on-site presence required at our depot.

You will own the full order-to-cash cycle for hardware, products, and services, from distributor pricing and procurement through invoicing and collections, while working alongside Varsity's AI-driven automation to keep repetitive work fast and error-free. 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.

ABOUT US

Varsity is a technology services company operating as part of Treeline. Treeline is building a comprehensive software stack to transform traditional Managed Service Providers into a software-defined model powered by automation and AI. Together, we combine 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.

Requirements

Customer Procurement and Distributor Management

• Order Management: Own the full customer procurement cycle end to end, including cost and pricing lookups, distributor ordering, shipment tracking, and proactive status updates to customers.
• Distributor Relations: Serve as Varsity's primary point of contact with distributors for order placement, RMAs, special pricing requests, and both online self-service and custom quoting.
• Cost Reconciliation: Reconcile distributor invoices and cost updates against orders, and route accurate cost data to accounting.
• Automation Partnership: Work alongside custom-built agents and automations that handle repetitive procurement steps, applying human judgment to exceptions, edge cases, and escalations.
• CSM Relief: Fully absorb order handling so CSMs are responsible only for creating and selling quotes and proposals, with no follow-up order work landing back on their desk.

Depot and Asset Management

Our depot (warehouse) is located in South San Francisco, CA.

• Receiving: Ensure timely receipt, inspection, and logging of all inbound depot packages.
• On-Site Support: Be available on-site as needed to support physical inventory counts, staging, or shipping during peak periods.
• Asset Tracking: Track, monitor, and resolve the status of all assets moving in and out of the depot in support of the field and service teams.
• Issue Resolution: Investigate and close out depot discrepancies, such as missing, damaged, or mis-shipped items, before they become aged problems.

Billing and Accounts Receivable

• Invoicing: Own invoicing in ConnectWise across projects, product sales, billable hours, and MRR, on weekly and monthly cadences as required. Ownership includes end-to-end accuracy of each invoice, not just its issuance.
• Unit Cost Management: Collect and validate the unit costs that feed into each client invoice. Because unit costs in this industry change monthly, build and maintain an automated, easy-to-manage process for tracking and validating those changes so invoices are always priced correctly.
• Agreement Management: Set up new ConnectWise agreements and process additions and changes as they arise.
• Collections: Drive proactive AR follow-up with customers to keep balances current.
• Escalation: Escalate any account approaching or exceeding 45 days past due per policy, with no surprises at month-end.

QUALIFICATIONS

To perform this job successfully, a candidate must be able to perform each essential duty satisfactorily and be in possession of the following minimum qualifications:

• 2+ years in an administrative, operations, procurement, or accounting-adjacent role. MSP, IT services, or distribution industry experience is a strong plus.
• Comfortable working in ConnectWise or a similar PSA/ERP system; quick to learn new tools, including AI-assisted workflows.
• Comfortable building or maintaining 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, not just logged.
• 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 for inventory or shipping support.
• Thrives in a fast-paced environment with shifting daily priorities and a mix of digital and physical tasks.

Nice to Have

• Prior experience working directly with IT hardware and software distributors (licensing renewals, RMAs, special pricing requests).
• Familiarity with AR processes, invoicing cycles, and basic reconciliation.
• Interest in or exposure to AI-assisted or agent-based workflow tools.

WORKING CONDITIONS

• Full-time, on-site and 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.

Benefits

• Salary: $55,000 - $70-000 per year, commensurate with experience.
• Medical, dental, and vision insurance.
• 401(k) with company match.
• Flexible PTO policy.
• Professional development support.

Varsity Technologies, a Treeline Company, is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Note: Background checks will be performed as a condition of employment.