Operations & Vendor Specialist

ExtensisHR•Quakertown, PA

7d•$50,000 - $55,000•Onsite

About The Position

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.

Requirements

Exceptional analytical capabilities with a relentless eye for detail.
Strong ability to spot numeric errors, rate miscalculations, and workflow bottlenecks.
High comfort level working across multiple web portals, Fleetrock CRM/TMS platforms, and Microsoft Excel (pivot tables, VLOOKUPs/XLOOKUPs).
Ability to collaborate constructively with Customer Success, Operations Coordinators, external vendors, and account management.
Resourceful mindset capable of navigating vendor payment disputes and tracking complex invoice lineages.

Responsibilities

Monitor and manage the backlog of repair orders in "Finished" status to ensure queue volume stays below operational thresholds.
Identify and prioritize the resolution of the oldest pending repairs, driving them through to vendor payment and customer invoicing.
Obtain missing line-item invoices from vendors for completed breakdown services.
Track repairs requiring customer or internal manager approval and expedite pending sign-offs to prevent billing delays.
Audit repair tickets to ensure labor hours, parts pricing, and markup formulas are correctly logged.
Cross-reference actual vendor invoices against pre-negotiated rate sheets and quote agreements to detect overcharges.
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.
Reconcile external statements from vendor portals (Love's, TravelCenters of America, etc.) against corresponding customer billings in Fleetrock.
Identify billing errors, unauthorized fees, or missing credits, and initiate and track formal vendor disputes until full credit or adjustment is secured.
Authorize and process payments to major vendor accounts once 100% data matching is validated.

Benefits

Competitive base salary
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