Office Assistant (Operations & Procurement Support)

About the job Office Assistant (Operations & Procurement Support)


The Office Assistant is a highly organized, detail-oriented role responsible for supporting day-to-day office, procurement, and operational administrative functions. This position plays a critical role in maintaining accurate records, supporting vendor procurement and fulfillment, and ensuring operational data is kept current within our systems.The role is heavily systems-based and requires daily use of operational tools such as ConnectWise and Quoter . While this position is administrative in nature, successful candidates will be comfortable working with technical information, vendors, and billing-related data.

Key Responsibilities

Procurement & Vendor Support

• Place and fulfill orders for hardware, software, and licenses through approved vendors and distributors (e.g., Ingram, Tech Data, Pax8, Fortinet, 3CX, Citrix, and regional suppliers)
• Manage vendor communications related to pricing, availability, renewals, and order fulfillment
• Process approved quotes and ensure orders align with customer approvals and internal tickets
• Update tickets to reflect order completion and ensure proper handoff to billing

Operational & Billing Support

• Work primarily within ConnectWise to:
  • Maintain accurate client, user, and device records
  • Support real-time updates for user adds/removals tied to billing units
  • Ensure audit trails are maintained through proper ticket documentation
• Support the accuracy of recurring billing data by ensuring usernames, machine names, and subscribed services align with customer invoices
• Collaborate closely with Operations, Finance, and Billing teams to ensure data integrity

Quoting & Administrative Support

• Assist with vendor quote requests using Quoter
• Apply standard markup guidelines when generating or supporting quotes
• Track approvals and ensure quotes align to internal pricing structures
• Support vendor renewals and annual service turn-ups (e.g., license renewals)

General Office & Administrative Duties

• Receive and process incoming mail, including checks and deposits (as applicable)
• Perform basic office administrative tasks to support daily operations
• Communicate with internal teams via Microsoft Teams
• Maintain organized records and documentation within systems

Technology & Systems Used

• ConnectWise (primary system - used for the majority of the day)
• Quoter
• Microsoft Teams
• Vendor portals and licensing platforms
• Basic office tools (email, ticketing systems)

Advanced Excel skills are not required.

Required Qualifications

• Strong organizational and administrative skills with exceptional attention to detail
• Comfort working in technology-enabled systems and learning new platforms
• Ability to manage multiple tasks and respond to real-time updates throughout the day
• Clear written and verbal communication skills
• Ability to follow defined processes and maintain accurate records

Preferred Qualifications

• Prior experience in an office, operations, billing, or procurement support role
• Exposure to IT environments, MSPs, or technology services (preferred but not required)
• Experience working with ticketing or workflow systems
• Prior experience with Connectwise (preferred)
• Prior experience with Quoter (preferred)

Key Skills & Competencies

• Organization and follow-through
• Detail orientation and accuracy
• Comfort with technical data and systems
• Vendor communication
• Process adherence and documentation