Procurement and Billing Coordinator

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.