Procurement and Billing Coordinator

Treeline; South San Francisco (CA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

401(k) with match

Flexible PTO

Professional development

Job summary

Treeline in South San Francisco seeks a Procurement professional to act as the operational backbone, connecting customer orders, distributor logistics, depot inventory, and billing into one accountable system. You will own the full procurement cycle, coordinate with distributors, and ensure invoicing and collections are on time, while leveraging AI-driven workflows to optimize routine steps.

The role requires strong organizational skills, on-site depot presence, and the ability to escalate

Qualifications

• 2+ years in admin/ops/procurement/accounting-adjacent role.
• Proficient with ConnectWise or similar PSA/ERP; quick to ramp on AI-assisted workflows.
• Able to build or maintain simple automated trackers (spreadsheets/workflows).
• Exceptional attention to detail; able to track items until closed.
• Clear, professional written and verbal communication with customers and distributors.

Responsibilities

• Own full procurement cycle from cost lookups to distributor ordering, tracking, and updates.
• Primary contact with distributors for order placement, RMAs, pricing, and quotes.
• Reconcile distributor invoices and cost updates; route data to accounting.
• Work with AI-driven automations; apply judgment to exceptions and escalations.
• Ensure inbound packages are received, inspected, and logged at the South San Francisco depot.
• Track assets moving in/out of the depot to support field/service teams.
• Investigate and close depot discrepancies (missing/damaged/mis-shipped).
• Own invoicing in ConnectWise across projects, product sales, billable hours, and MRR on weekly/monthly cadences.
• Build/maintain automated tracker for distributor unit cost changes for accurate client invoicing.
• Set up new ConnectWise agreements and process changes as they arise.
• Drive AR follow-up with customers to keep balances current.
• Escalate accounts approaching/exceeding 45 days past due per policy.

Skills

Administrative/ops

Procurement

PSA/ERP systems

Automation tracking

Detail-oriented

Communication

End-to-end ownership

Depot on-site duties

Tools

ConnectWise

AI-assisted workflows

Job description

DESCRIPTION

Our mission is to help schools, nonprofits, and healthcare organizations use technology to make a real impact.

We are looking for an Procurement to serve as the operational backbone connecting customer orders, distributor logistics, depot inventory, and billing into one accountable system.

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.

This is a brand-new role within our team. The person we hire will help define how this function runs.

RESPONSIBILITIES

• Own the full customer procurement cycle from cost and pricing lookups through distributor ordering, shipment tracking, and proactive customer status updates.
• Serve as the primary point of contact with distributors for order placement, RMAs, special pricing requests, and custom quoting.
• Reconcile distributor invoices and cost updates against orders and route accurate cost data to accounting.
• Work alongside AI-driven automations that handle repetitive procurement steps, applying human judgment to exceptions, edge cases, and escalations.
• Ensure timely receipt, inspection, and logging of all inbound packages at our South San Francisco depot.
• Track, monitor, and resolve the status of all assets moving in and out of the depot in support of field and service teams.
• Investigate and close out depot discrepancies such as missing, damaged, or mis-shipped items before they become aged problems.
• Own invoicing in ConnectWise across projects, product sales, billable hours, and monthly recurring revenue on weekly and monthly cadences.
• Build and maintain an automated tracker for monthly distributor unit cost changes so every client invoice is priced correctly.
• Set up new ConnectWise agreements and process additions and changes as they arise.
• Drive proactive accounts receivable follow-up with customers to keep balances current.
• Escalate any account approaching or exceeding 45 days past due per policy, with no surprises at month-end.

REQUIREMENTS

• 2 or more years of experience in an administrative, operations, procurement, or accounting-adjacent role
• Comfortable working in ConnectWise or a similar PSA or ERP system and quick to ramp on new tools, including AI-assisted workflows
• Able to build or maintain a simple automated tracker such as a spreadsheet or workflow tool to manage recurring data changes
• Exceptional attention to detail and the discipline to track open items until they are actually closed, not just logged
• Clear, professional written and verbal communication with 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, including occasional lifting of packages up to approximately 40 lbs
• 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, including licensing renewals, RMAs, and special pricing requests
• Familiarity with AR processes, invoicing cycles, and basic reconciliation
• MSP, IT services, or distribution industry experience
• Interest in or exposure to AI-assisted or agent-based workflow tools

BENEFITS

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

We are an equal opportunity employer and welcome candidates from all backgrounds to apply. If you're an ambitious individual who wants to build a career in the evolving IT managed services landscape, then we'd love to hear from you.

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