Operational Billing Specialist

Vixxo is seeking a full time Operational Billing Specialist to join our office in either Dallas, TX .

THE ROLE

The Operational Billing Specialist is a hands-on operational owner of the invoice lifecycle. This role works across service providers, customers, operations, and finance to move invoices from receipt through validation, exception resolution, and customer billing. The specialist monitors work queues and aging, identifies what is blocking an invoice, connects the right parties, and drives each item to resolution. Success requires persistent relationship management, disciplined follow-up, and the ability to keep high volumes of billing activity organized across multiple systems.

WHO WILL LOVE THIS JOB

A relationship builder. You create productive partnerships with service providers, customers, and internal teams and are comfortable following up until commitments are fulfilled. An operational problem solver. You quickly identify where an invoice is stalled, bring the right people together, and turn roadblocks into clear next actions. An organized systems thinker. You can work across several platforms and queues while maintaining accurate notes, priorities, ownership, and follow-up dates. A data-minded team partner. You use aging and exception data to focus effort, communicate early, take accountability for outcomes, and help others execute consistently.

CORE RESPONSIBILITIES

Own the day-to-day flow of service provider invoices through intake, validation, correction, approval, and customer billing, with a focus on accuracy, timeliness, and throughput. Build and maintain strong working relationships with service providers. Establish clear expectations, conduct proactive follow-up, and secure missing invoices, supporting documentation, corrections, and responses needed to move billing forward. Connect directly with customer contacts and internal account teams to clarify billing requirements, resolve rejected or disputed items, obtain needed approvals, and prevent avoidable billing delays. Operate effectively across billing and ERP platforms, work order or service management systems, customer portals, reporting tools, and Excel. Maintain complete notes, current statuses, assigned owners, and next-action dates so work is visible and auditable. Monitor invoice queues, unbilled revenue, aging, rejections, exceptions, and customer billing deadlines. Prioritize the highest-impact items, elevate risks early, and drive open issues to closure. Validate invoices against contractual and customer requirements, including rates, not‑to‑exceed limits, markups, taxes, service details, purchase order information, and required backup documentation. Research and reconcile billing discrepancies by coordinating with service providers, customers, operations, and finance/accounting; document the resolution and ensure system records are updated consistently. Provide daily direction, training, quality feedback, and escalation support to outsourced billing resources to promote consistent execution and service levels. Prepare operational billing reports and communicate performance, aging, risks, and barriers to business leaders. Identify recurring failure points and recommend practical improvements that reduce rework, shorten billing cycle time, and improve first‑pass accuracy.

QUALIFICATIONS

A Bachelor's Degree in Finance, Accounting, Business Administration, Operations, or a related field is preferred. Equivalent relevant experience will also be considered. Minimum of 5 years of relevant billing, accounts receivable, service operations, or related experience; experience in a high-volume service environment is preferred. Demonstrated ability to manage invoice queues, exceptions, aging, and deadlines while maintaining strong attention to detail. Excellent written, verbal, and interpersonal communication skills, including the ability to work directly with service providers and customers on sensitive or time‑critical billing issues. Proven ability to navigate multiple systems and customer portals, reconcile information across platforms, and maintain organized, accurate records. Advanced working knowledge of Excel and database or reporting applications; experience with a complex billing system such as ORMB is preferred. Sound judgment, persistence, and the ability to independently prioritize work, elevate risks, and follow issues through completion; experience coordinating outsourced or shared‑service teams is preferred.

WHY VIXXO

Vixxo wants your ambition, experience, talent, and what makes you unique. We may have a place for you on one of our many teams, all dedicated to facilities management for some of your favorite retail, grocery, restaurant, and convenience‑market brands.We hold ourselves accountable for growing the company and meeting ambitious goals. We work just as hard at strengthening our culture, including Vixxo's commitment to diversity and the belief that great minds think differently. Voluntary Self-Identification For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file. As set forth in VIXXO’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law. If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows: A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service‑connected disability. A "recently separated veteran" means any veteran during the three‑year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service. An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense. An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985. Select... Voluntary Self-Identification of Disability Form CC-305 Page 1 of 1 OMB Control Number 1250-0005 Expires 07/31/2029 Why are you being asked to complete this form? We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years. Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at . How do you know if you have a disability? A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to: Alcohol or other substance use disorder (not currently using drugs illegally) Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS Blind or low vision Cancer (past or present) Cardiovascular or heart disease Celiac disease Cerebral palsy Deaf or serious difficulty hearing Diabetes Disfigurement, for example, disfigurement caused by burns, wounds, accidents, #J-18808-Ljbffr VIXXO