Procurement and Billing Coordinator (AI)

Location: South San Francisco, CA, US; on-site presence at the depot is required when needed, including occasional lifting of packages up to approximately 40 lbs.

Salary: $55,000–$70,000 per year, commensurate with experience.

Company

hirify.global helps schools, nonprofits, and healthcare organizations use technology to make a real impact and operates in the IT managed services landscape.

What you will do

• Own the full customer procurement cycle, including cost and pricing lookups, distributor ordering, shipment tracking, customer updates, RMAs, special pricing, and custom quotes.
• Reconcile distributor invoices and cost updates against orders and route accurate cost data to accounting.
• Work with AI-driven automations, applying human judgment to exceptions, edge cases, and escalations.
• Receive, inspect, log, and track inbound packages and assets moving in and out of the South San Francisco depot; investigate missing, damaged, or mis-shipped items.
• Own ConnectWise invoicing across projects, product sales, billable hours, and monthly recurring revenue; set up and maintain agreements and changes.
• Maintain an automated tracker for distributor unit-cost changes and follow up on accounts receivable, escalating balances approaching or exceeding 45 days past due.

Requirements

• 2 or more years of experience in an administrative, operations, procurement, or accounting-adjacent role.
• Experience with ConnectWise or a similar PSA or ERP system and ability to ramp quickly on new tools, including AI-assisted workflows.
• Ability to build or maintain a simple automated tracker, such as a spreadsheet or workflow tool, for recurring data changes.
• Exceptional attention to detail and discipline in tracking open items through closure.
• Clear, professional written and verbal communication with customers and distributor partners.
• Ability to own processes end to end and escalate proactively.
• Ability to work on-site at the depot when needed, including occasional lifting of packages up to approximately 40 lbs.
• Ability to thrive in a fast-paced environment with shifting priorities and a mix of digital and physical tasks.

Nice to have

• Experience working directly with IT hardware and software distributors, including licensing renewals, RMAs, and special pricing requests.
• Familiarity with accounts receivable 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.

Culture & Benefits

• Medical, dental, and vision insurance.
• 401(k) with company match.
• Flexible PTO policy.
• Professional development support.
• Equal opportunity workplace welcoming candidates from all backgrounds.