Operations & Vendor Specialist

Fleetrock, LLC•Milford Township, PA

3d•$50,000 - $55,000•Onsite

About The Position

The Operations & Vendor Specialist works within Fleetrock’s Customer Success Department and focuses on financial reconciliation and vendor invoice auditing. The role connects maintenance operations with client billing, helping ensure accurate and timely customer invoices, strong cash flow, and reliable vendor relations. It manages repair worklogs and invoice workflows, audits operational data and vendor charges, and reconciles major vendor accounts through external portals.

Requirements

Exceptional analytical ability and attention to detail, including identifying numeric errors, rate miscalculations, and workflow bottlenecks.
Comfort working across multiple web portals and Fleetrock CRM/TMS platforms.
Microsoft Excel proficiency, including pivot tables and VLOOKUPs/XLOOKUPs.
Ability to collaborate constructively with Customer Success, Operations Coordinators, external vendors, and account management.
Resourcefulness in resolving vendor payment disputes and tracking complex invoice lineages.

Responsibilities

Monitor and manage repair orders in Finished status, keeping backlog volume within operational thresholds.
Identify and prioritize aging pending repairs and move them through vendor payment and customer invoicing.
Contact vendors to obtain missing line-item invoices for completed breakdown services.
Track repairs requiring customer or internal manager approval and expedite pending sign-offs.
Audit repair tickets entered by Operations Coordinators for correct labor hours, parts pricing, and markup formulas in Fleetrock.
Compare vendor invoices with negotiated rate sheets and quote agreements to identify overcharges in labor rates, call-out fees, or parts costs.
Track, categorize, and log coordinator data-entry errors and operational oversights; compile monthly reports for the Operations Manager to support team coaching.
Use vendor portals, including Love's and TravelCenters of America, to reconcile external statements against customer billings in Fleetrock.
Identify billing errors, unauthorized fees, and missing credits; initiate and track vendor disputes through resolution.
Authorize and process payments to major vendor accounts after validating a complete data match.