Operations Assistant

Job Description

Job Description

Operations Assistant
Company: Aligned Tek | Aligned Technologies, LLC
Department: Operations
Reports To: Operations Manager
Employment Type: Full-Time, Salary, approx. $50,000/year
Location: Richmond, Onsite (not Work From Home)

Position Summary
Aligned Tek is seeking a highly organized, detail-oriented, and customer-focused Operations Assistant to support the daily administrative, financial, and service delivery functions of our managed technology services business.
This position plays an important role in maintaining positive client relationships, supporting timely collections, coordinating contract renewals, ensuring billing accuracy, managing equipment procurement and receiving, and facilitating efficient delivery of technology products and services.
The Operations Assistant serves as a key point of coordination between clients, accounting, service delivery, professional services, and company leadership. The ideal candidate is proactive, resourceful, comfortable working with financial information, and capable of managing multiple priorities while maintaining exceptional attention to detail.
Success in this role requires strong communication skills, sound judgment, accountability, and the ability to follow established processes while identifying opportunities to improve operational efficiency and the client experience. This position is required to work onsite, Monday through Friday, 8 am – 5 pm.

Essential Responsibilities
1. Client Accounts Receivable & Collections

• Monitor client accounts receivable balances and identify past-due invoices requiring follow-up.
• Communicate professionally and proactively with clients regarding outstanding balances, payment status, and account discrepancies.
• Coordinate collection activities in accordance with established company policies and procedures.
• Assist clients with invoice questions, payment inquiries, and account reconciliation requests.
• Work with accounting and operations leadership to resolve billing disputes and payment discrepancies.
• Maintain accurate documentation of collection activities, client communications, payment commitments, and outstanding issues.
• Escalate significantly delinquent accounts or unresolved payment concerns to the Operations Manager.
• Assist with identifying recurring payment issues and recommending process improvements to reduce accounts receivable aging.
• Support timely collections while maintaining positive, professional client relationships.

2. Client Customer Service & Account Coordination

• Serve as an accessible, professional point of contact for clients regarding administrative, billing, purchasing, renewal, and service coordination matters.
• Respond promptly to client inquiries and coordinate resolution with the appropriate internal department.
• Assist clients with understanding invoices, service agreements, renewal terms, equipment orders, and related account information.
• Maintain accurate client account information, contacts, and administrative records in company systems.
• Coordinate communications between clients, service delivery, professional services, and operations.
• Follow up on outstanding client requests to ensure timely completion and effective communication.
• Identify client concerns, recurring service issues, or potential retention risks and escalate appropriately.
• Support a consistent, positive client experience throughout the client relationship.

3. Contract Renewals & Renewal Quoting

• Monitor upcoming client contract expirations and maintain an accurate renewal tracking process.
• Prepare renewal quotes and agreements using approved company pricing, contract templates, and service configurations.
• Review existing client agreements, service quantities, licensing, and pricing to identify changes requiring consideration during renewal.
• Coordinate with account management, technical leadership, and the Operations Manager to confirm appropriate renewal scope and pricing.
• Communicate renewal proposals to clients and follow up to facilitate timely execution.
• Secure signed renewal agreements and ensure completed documents are properly stored in company systems.
• Track outstanding renewals and escalate potential delays or client concerns.
• Coordinate approved contract changes with billing and service delivery teams to ensure accurate implementation.
• Assist with identifying opportunities to align legacy client agreements with current company service standards and offerings.

4. Monthly Invoicing Audits & Billing Accuracy

• Assist the Operations Manager and accounting team with monthly recurring invoice reviews and audits.
• Compare client invoices against active contracts, service agreements, licensing, and documented service quantities.
• Identify discrepancies involving pricing, quantities, missing charges, duplicate charges, or discontinued services.
• Review changes in managed devices, users, licenses, and other billable service components as applicable.
• Coordinate with internal teams to validate billing adjustments and resolve discrepancies before invoice processing.
• Assist with verifying that approved service additions, removals, and contract changes are accurately reflected in client billing.
• Maintain documentation of billing audit findings, corrections, and unresolved issues.
• Support process improvements designed to reduce revenue leakage, billing errors, and client disputes.

5. Equipment Procurement, Receiving & Installation Coordination

• Assist with purchasing technology equipment, software, licenses, and related products through approved vendors and distributors.
• Prepare purchase orders and coordinate purchasing approvals in accordance with company procedures.
• Track equipment orders, expected delivery dates, backorders, and shipping status.
• Receive incoming equipment and verify quantities, models, serial numbers, and condition against purchase orders and packing documentation.
• Document equipment receipt and update applicable inventory, procurement, and asset management records.
• Coordinate with service delivery and professional services teams to ensure received equipment is assigned to the appropriate client or project.
• Monitor outstanding equipment installations and follow up to help ensure timely scheduling and deployment.
• Communicate relevant equipment delivery and installation updates to clients and internal teams.
• Coordinate returns, warranty replacements, damaged shipments, and vendor discrepancies.
• Assist with maintaining accurate inventory records and identifying unassigned, delayed, or aging equipment.
• Help ensure purchased equipment is appropriately invoiced and that installation-related services are accurately captured for billing.

6. Equipment Lifecycle, Warranty & Replacement Coordination

• Monitor client equipment inventories, warranty expiration dates, and manufacturer support or end-of-life milestones.
• Assist in maintaining accurate equipment lifecycle information within company asset management systems.
• Identify equipment approaching warranty expiration, end of support, or recommended replacement intervals.
• Coordinate with technical teams to validate replacement recommendations and equipment specifications.
• Proactively communicate equipment lifecycle concerns and replacement opportunities to clients.
• Prepare equipment replacement quotes using approved pricing and technical recommendations.
• Assist clients with planning equipment purchases and replacements to minimize operational disruption.
• Coordinate approved replacement purchases with procurement, service delivery, and professional services.
• Track outstanding replacement recommendations and follow up with clients regarding purchasing decisions.
• Maintain documentation of client advisement, recommendations, approvals, and declined replacements.
• Support proactive lifecycle management that reduces avoidable service interruptions and security risks.

7. Service Desk Quoting & Procurement Support

• Assist service desk technicians and managers with preparing quotes for routine equipment, software, licensing, and replacement needs.
• Obtain pricing and availability from approved distributors and vendors.
• Prepare client-facing quotes using established pricing models, margins, and approval requirements.
• Verify product compatibility and specifications with appropriate technical personnel before finalizing quotes.
• Coordinate quote delivery, follow-up, and client approval.
• Process approved orders and track fulfillment through delivery and installation.
• Maintain accurate records of quotes, purchase orders, approvals, and order status.
• Coordinate with accounting to ensure products and related services are billed appropriately.
• Escalate complex, nonstandard, or project-level opportunities to the appropriate technical or account management team.

8. Operational Administration & Process Improvement

• Maintain accurate records in company business management, procurement, accounting, and documentation systems.
• Support reporting related to accounts receivable, contract renewals, equipment orders, billing discrepancies, and operational activities.
• Assist the Operations Manager with administrative tasks, operational projects, and special assignments.
• Coordinate with internal departments to resolve workflow bottlenecks and outstanding client requests.
• Follow established procedures for purchasing, pricing, contract management, documentation, and financial controls.
• Identify opportunities to improve efficiency, standardization, accuracy, and client communication.
• Protect confidential client, financial, and company information.
• Support a culture of accountability, responsiveness, and continuous improvement.

Required Qualifications

• Minimum 2 years of experience in administrative operations, customer service, accounts receivable, procurement, contract administration, or a related business support role.
• Strong organizational skills and exceptional attention to detail.
• Experience communicating professionally with clients regarding billing, account inquiries, and service-related matters.
• Ability to manage multiple tasks, deadlines, and follow-up responsibilities independently.
• Proficiency with Microsoft 365 applications, particularly Outlook, Excel, Word, and Teams.
• Working knowledge of basic accounting principles, invoicing, accounts receivable, and purchasing processes.
• Experience preparing quotes, tracking orders, and maintaining accurate business records.
• Strong written and verbal communication skills.
• Ability to interpret contracts, pricing schedules, and service documentation.
• Strong problem-solving skills and ability to exercise sound judgment.
• Demonstrated commitment to confidentiality, accuracy, and customer service.

Preferred Qualifications

• Associate's or bachelor's degree in Business Administration, Accounting, Operations Management, or a related field; equivalent professional experience considered.
• Experience working for a managed services provider (MSP), IT services company, technology reseller, or professional services organization.
• Familiarity with IT hardware, software licensing, warranties, and technology equipment lifecycle management.
• Experience using professional services automation (PSA) platforms, particularly HaloPSA.
• Experience with QuickBooks Online or comparable accounting software.
• Familiarity with IT procurement processes, technology distributors, and vendor relationships.
• Experience managing recurring service contracts and renewal workflows.
• Experience with client billing audits, reconciliation, and recurring revenue models.
• Intermediate or advanced Excel skills, including data reconciliation, formulas, and reporting.
• Familiarity with technology service agreements, recurring billing, and client asset management.

Key Performance Expectations
Performance will be evaluated based on the following areas:
Accounts Receivable & Collections

• Timeliness and consistency of collections follow-up.
• Reduction of avoidable past-due balances.
• Accuracy of collections documentation and account communications.

Contract Renewals

• Timely preparation and delivery of renewal quotes.
• Percentage of eligible contracts renewed before expiration.
• Accuracy of renewal pricing, documentation, and executed agreements.

Billing Accuracy <