Operations & Vendor Specialist

Build Your Future with Fleetrock

At Fleetrock, we're building the future of fleet maintenance. Our cloud-based software platform combines an industry-leading user experience, advanced analytics, and embedded Artificial Intelligence to help organizations reduce costs, improve uptime, increase technician productivity, and make smarter maintenance decisions. As one of the fastest-growing companies in fleet maintenance technology, we are looking to expand our success and operations teams and we are looking for talented, ambitious people who want to grow with us. This isn't just your next job. It's the beginning of your career at Fleetrock.

About the Opportunity

While rooted heavily in financial reconciliation and vendor invoice auditing, this role resides within the Customer Success Department. Clean, accurate, and timely billing is a direct driver of customer satisfaction, trust, and retention. By serving as the critical bridge between maintenance operations and client billing, this role ensures our clients receive pristine invoicing while Fleetrock maintains strong cash flow and error-free vendor relations.

Key Responsibilities

1. Repair Invoice Lifecycle & Worklog Management a. Queue Optimization: Actively monitor and manage the backlog of repair orders sitting in "Finished" status, ensuring queue volume stays below strict operational thresholds. b. Aging Analysis & Prioritization: Identify and prioritize the resolution of oldest pending repairs, driving them through to vendor payment and customer invoicing. c. Vendor Invoice Retrieval: Outreach to vendors to obtain missing line-item invoices for completed breakdown services. d. Approval Workflow Management: Track repairs requiring customer or internal manager approval; expedite pending sign-offs to prevent billing delays. 2. Quality Assurance, Audit & Operational Coaching a. Data Integrity Audits: Audit repair tickets built out by Operations Coordinators to ensure labor hours, parts pricing, and markup formulas are correctly logged in Fleetrock. b. Vendor Overcharge Detection: Cross-reference actual vendor invoices against pre-negotiated rate sheets and quote agreements to detect overcharges in labor rates, call-out fees, or inflated part costs. c. Management Error Reporting: Systematically track, categorize, and log coordinator data-entry mistakes or operational oversights. Compile structured monthly reports for the Operations Manager to facilitate targeted team coaching. 3. Major Portal Reconciliation (Love's & TA Accounts) a. Portal Billing Alignment: Access vendor portals (Love's, TravelCenters of America, etc.) to systematically reconcile external statements against corresponding customer billings in Fleetrock. b. Dispute Resolution: Identify billing errors, unauthorized fees, or missing credits; initiate and track formal vendor disputes until full credit or adjustment is secured. c. Payment Execution: Authorize and process payments to major vendor accounts once 100% data matching is validated.

Qualifications & Skills

Detail Oriented: Exceptional analytical capabilities with a relentless eye for detail; strong ability to spot numeric errors, rate miscalculations, and workflow bottlenecks. Software & Portal Proficiency: High comfort level working across multiple web portals, Fleetrock CRM/TMS platforms, and Microsoft Excel (pivot tables, VLOOKUPs/XLOOKUPs). Communication & Cross-Functional Skills: Ability to collaborate constructively with Customer Success, Operations Coordinators, external vendors, and account management. Problem Solving: Resourceful mindset capable of navigating vendor payment disputes and tracking complex invoice lineages.

What We Offer

Competitive base salary. $50-55k. Performance-based bonus and incentive opportunities. Health, dental, and vision insurance, Paid Time Off (PTO), 401(k). Professional development and ongoing training. Career advancement opportunities. Modern technology and AI-powered tools. Collaborative, high-energy culture. Opportunity to help shape one of the fastest-growing companies in fleet technology.

Become a Fleetrock Star: If you're looking for an opportunity to learn, grow, challenge yourself, and make an impact at a rapidly growing technology company, we'd love to hear from you. Bring your ambition. Grow your career. Become a Fleetrock Star.