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About the Role

Varsity is seeking an Admin Operations Associate to manage the order-to-cash cycle, connecting customer orders, distributor logistics, depot inventory, and billing. This role ensures accurate and timely processing of hardware, products, and services, working alongside AI automation to minimize errors. The position is crucial for enabling Customer Success Managers to focus on sales by guaranteeing downstream processes are handled efficiently.

Responsibilities

Own the full customer procurement cycle end to end, including cost and pricing lookups, distributor ordering, shipment tracking, and proactive status updates to customers.
Serve as Varsity's primary point of contact with distributors for order placement, RMAs, special pricing requests, and quoting.
Reconcile distributor invoices and cost updates against orders, and route accurate cost data to accounting.
Work alongside custom-built agents and automations that handle repetitive procurement steps, applying human judgment to exceptions, edge cases, and escalations.
Fully absorb order handling so CSMs are responsible only for creating and selling quotes and proposals.
Ensure timely receipt, inspection, and logging of all inbound depot packages.
Be available on-site as needed to support physical inventory counts, staging, or shipping during peak periods.
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.
Own invoicing in ConnectWise across projects, product sales, billable hours, and MRR.
Collect and validate the unit costs that feed into each client invoice.
Build and maintain an automated process for tracking and validating unit cost changes.
Set up new ConnectWise agreements and process additions and changes.
Drive proactive AR follow-up with customers to keep balances current.
Escalate any account approaching or exceeding 45 days past due per policy.

Requirements

2+ 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.
Comfortable building or maintaining a simple automated tracker (spreadsheet, script, or workflow tool) to manage recurring data changes.
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.
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.
Prior experience working directly with IT hardware and software distributors is a plus.
Familiarity with AR processes, invoicing cycles, and basic reconciliation is a plus.
Interest in or exposure to AI-assisted or agent-based workflow tools is a plus.
Requires occasional lifting and moving of packages up to approximately 40 lbs.
Occasional flexibility needed around month-end invoicing and depot volume spikes.
Background checks will be performed as a condition of employment.

Skills

Order Management
Distributor Relations
Cost Reconciliation
Automation Partnership
Depot and Asset Management
Receiving
On-Site Support
Asset Tracking
Issue Resolution
Invoicing
Unit Cost Management
Agreement Management
Collections
Escalation
ConnectWise
PSA/ERP systems
Spreadsheet
Scripting
Workflow tools
Written communication
Verbal communication
AI-assisted workflows

Location

South San Francisco, California

Work Type

Full-time
On-site
Hybrid

Experience Level

2+ years

Salary/Compensations

$55,000 - $70,000 per year

Benefits

Medical insurance
Dental insurance
Vision insurance
401(k) with company match
Flexible PTO policy
Professional development support

About the Company

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.

Equal Opportunity

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