Fleet Operations Specialist

Formic•Chicago, IL

4h•$40 - $50

About The Position

As a Fleet Operations Specialist, you bring operational rigor and governance to Formic’s growing Fleet organization. This role sits at the intersection of project operations, procurement execution, documentation integrity, and financial reconciliation. You will ensure projects are set up accurately, procurement activity is auditable, service documentation is complete, and closeout processes meet operational and financial standards. Your work directly increases visibility, accountability, and execution quality across deployed systems. This is a higher-ownership role focused on systems discipline and scalable process design. Success requires attention to detail, financial and documentation accuracy, and the ability to strengthen operational infrastructure as the fleet grows.

Requirements

Strong operational discipline and attention to detail
Experience with purchase orders, reconciliation, or financial documentation
Comfort working across ERP, procurement, CMMS, CRM, or project systems
Proven ability to own workflows end-to-end
Clear written communication and documentation standards
Ability to operate in a fast-paced environment while maintaining accuracy
Bias toward closing loops and driving tasks to completion

Responsibilities

Reconcile parts purchased via company credit cards and ensure alignment with project and financial records
Support procurement workflows, including entering purchase orders and tracking order status
Track and resolve outstanding compliance documentation (COIs, ACH forms, tax documentation)
Set up and maintain standardized project folders and documentation structures
Pre-populate and validate project summaries using internal project data
Monitor active projects and flag documentation, procurement, or closeout risks
Drive project wrap-up by ensuring all FinOps and operational closeout documentation is complete
Follow up on incomplete field service work orders to ensure documentation accuracy
Identify recurring operational gaps and recommend process improvements
Strengthen systems discipline and documentation standards across Fleet Operations

Benefits

Equity in Formic: Participate in our stock option program and share in the success of a fast-growing start-up backed by leading global investors
Competitive & Uncapped Commission Structure: Designed to reward performance and impact in commission-eligible roles
Comprehensive Healthcare Coverage: Medical, dental, and vision insurance through Blue Cross Blue Shield and Unum, with 99% of employee premiums covered and 75% coverage for dependents, with optional buy-up plans available
Additional Insurance Benefits: FSA and DCFSA, life insurance, short-term disability, and long-term disability through Unum, all 100% employer-paid
Employee Assistance Program (EAP): Fully funded by Formic, offering support when you need it most
Paid Parental Leave Program: Up to 12 weeks of paid parental leave
Company-sponsored 401(k): Invest in your future with our company-facilitated retirement savings plan
Home Office Stipend: A one-time allowance for fully remote and hybrid employees to support an at-home or on-the-road work setup
Monthly Cell Phone Reimbursement: Monthly stipend toward personal phone and internet expenses
Flexible Time Off: Take the time you need, when you need it, supported by our flexible PTO policy