Admin Ops Associate

Varsity Technologies; South San Francisco (CA); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Flexible PTO

Small, collaborative team

Job summary

Varsity Technologies seeks a Client Success Manager to own downstream processes from procurement through collections at our South San Francisco depot. This is a brand-new role with no incumbent and no established playbook, offering real ownership from day one.

The position is hybrid with regular on-site presence at the depot. You will manage the full order-to-cash cycle, depot operations, invoicing, and proactive collections for a nonprofit-/education-focused MSP, with a supportive, small team.

Qualifications

• 2+ years in an administrative, operations, procurement, or accounting-adjacent role.
• Experience with ConnectWise or a similar PSA/ERP system.
• Ability to build or maintain an automated tracker for recurring data changes.
• Exceptional attention to detail and discipline to track items to closure.
• Clear, professional written and verbal communication with customers and distributor partners.
• On-site at the depot when needed, including occasional lifting of up to 40 lbs.
• MSP, IT services, or distribution industry experience is a plus.

Responsibilities

• Own full order-to-cash cycle: pricing, procurement, shipment tracking, and proactive status updates to customers.
• Depot operations: receiving, inspection, asset tracking, and discrepancy resolution at our South San Francisco warehouse.
• End-to-end invoicing in ConnectWise: projects, product sales, billable hours, and monthly recurring revenue.
• Unit cost management: automated tracker for monthly distributor cost changes so each invoice is priced correctly.
• Accounts receivable: proactive collections follow-up and escalation of past-due accounts per policy.
• Automation partnership: work with AI-driven tools for repetitive steps and handle exceptions.

Skills

Attention to detail

Clear communication

Organizational skills

Tools

ConnectWise

Job description

We're growing fast and our Client Success Managers need to stay focused on clients. That means we need someone who owns everything downstream: distributor procurement, depot receiving, invoicing, and collections, end to end, without it landing back on a CSM's desk. If you are organized, accurate, and energized by owning a process completely, this role gives you real ownership from day one.

This is a brand-new role. There is no incumbent and no established playbook. The person we hire will shape how it runs.

• South San Francisco, CA (hybrid, with regular on-site presence at our depot).
• $55,000 to $70,000 per year, commensurate with experience.
• MSP serving nonprofits, schools, and healthcare organizations.

What you will own:

• Full order-to-cash cycle: distributor pricing and procurement, shipment tracking, and proactive status updates to customers.
• Depot operations: receiving, inspection, asset tracking, and discrepancy resolution at our South San Francisco warehouse.
• End-to-end invoicing in ConnectWise: projects, product sales, billable hours, and monthly recurring revenue.
• Unit cost management: building and maintaining an automated tracker for monthly distributor cost changes so every invoice is priced correctly.
• Accounts receivable: proactive collections follow-up and escalation of past-due accounts per policy.
• Automation partnership: working alongside AI-driven tools for repetitive steps and applying human judgment to exceptions and edge cases.

What we are looking for:

• 2 or more years in an administrative, operations, procurement, or accounting-adjacent role.
• Comfortable working in ConnectWise or a similar PSA/ERP system and quick to ramp on new tools.
• Able to build or maintain a simple automated tracker to manage recurring data changes.
• Exceptional attention to detail and the discipline to track open items until they are actually closed.
• Clear, professional written and verbal communication with customers and distributor partners.
• Able to be on-site at the depot when needed, including occasional lifting of packages up to 40 lbs.
• MSP, IT services, or distribution industry experience is a strong plus.

What we offer:

• Medical, dental, and vision insurance.
• 401(k) with company match.
• Flexible PTO.
• A small, collaborative team doing meaningful work with nonprofits, schools, and healthcare organizations.

If you want real operational ownership in a company that is growing into something bigger, we would like to hear from you.

We are 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.