Office Assistant

Position Summary

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

Key Skills & Competencies

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