Analyst – Café Services Program Operations

VIXXO • Chicago, IL

3d • Onsite

About The Position

Vixxo is seeking a full-time Analyst to support our Cafe Services Program to sit in our Dallas, Chicago, or Scottsdale office. Vixxo is seeking a full-time Analyst – Café Services Program Operations to support the day-to-day commercial operations of our rapidly growing Café Services program. This role sits at the center of the order-to-cash lifecycle—owning order flow management, supporting invoice creation in partnership with Finance, managing billing, maintaining program reporting, and helping resolve invoice disputes. This is a fast-paced, high-visibility position that interacts regularly with key suppliers, Owner/Operators, and our manufacturing partner, Thermoplan. The role demands an exceptional degree of detail orientation and highly accurate record keeping—the work directly affects program performance, cash flow, and partner trust. As our program with McDonald’s continues to expand, this role offers significant upside: the opportunity to help build processes from the ground up, gain direct exposure to senior commercial leadership, and grow alongside one of Vixxo’s most strategic growth initiatives.

Requirements

• Minimum 2–4 years of experience in order management, billing, accounts receivable, program/sales operations, or a similar operations-focused role
• Demonstrated exceptional attention to detail and a track record of highly accurate record keeping in a transaction-heavy environment
• Strong Excel skills required
• Excellent written and verbal communication skills, with the professionalism to represent Vixxo with external partners including suppliers, Owner/Operators, and manufacturer contacts
• Proven ability to thrive in a fast-paced, deadline-driven environment while managing multiple workstreams simultaneously

Nice To Haves

• experience with ERP/order management systems (e.g., Microsoft Dynamics) and reporting tools such as Power BI preferred

Responsibilities

• Manage end-to-end order flows, including timely receipt, validation, and acknowledgement of purchase orders
• Track order status from receipt through fulfillment, proactively flagging exceptions, delays, or discrepancies
• Maintain accurate, up-to-date order records that serve as the system of record for the program
• Monitor and manage extended warranty requests, orders, and invoicing
• Partner with Finance to create accurate, timely invoices aligned to purchase orders and contract terms
• Manage the billing cycle, including invoice submission, tracking, and reconciliation
• Support resolution of invoice disputes by researching discrepancies, assembling supporting documentation, and coordinating with internal and external stakeholders through to closure
• Maintain and update program reporting, including order, billing, and dispute status reporting for program leadership
• Ensure highly accurate record keeping across orders, invoices, credits, and adjustments
• Translate operational data into insights that support decision-making as the program scales
• Serve as a day-to-day operational point of contact for key suppliers, Owner/Operators, and Thermoplan
• Coordinate cross-functionally with Finance, Supply Chain, and program leadership to keep the order-to-cash process running smoothly
• Contribute to continuous improvement of processes, templates, and tools as program volume grows

Benefits

• We seek to create diverse and inclusive teams that reflect the variety of the clients and communities we serve, and we believe this is our competitive advantage. Therefore, we do not discriminate on race, color, gender, illness, disability, gender identity, sexual orientation, age, national origin, familial status, military status, or religion.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level