Operations & Vendor Specialist

ExtensisHR•Quakertown, PA

1d•Onsite

About The Position

Fleetrock is hiring an Operations & Vendor Specialist within its Customer Success Department. The role focuses on financial reconciliation and vendor invoice auditing, supporting customer satisfaction, trust, retention, cash flow, and accurate vendor relationships by connecting maintenance operations with client billing. The specialist manages the repair invoice lifecycle, including monitoring completed repair orders, prioritizing aging repairs, retrieving missing vendor invoices, and tracking required approvals. The role also audits repair-ticket data for accuracy, identifies vendor overcharges by comparing invoices with negotiated rates and quotes, and reports operational errors to support coaching. The position reconciles major vendor portal statements, including Love’s and TravelCenters of America, against customer billings in Fleetrock. It includes investigating and tracking disputes, securing credits or adjustments, and processing payments after validating that the data matches. This is an on-site role in Quakertown, Pennsylvania.

Requirements

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

Responsibilities

Monitor and manage the backlog of repair orders in Finished status, keeping queue volume below operational thresholds.
Identify and prioritize the oldest 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 accurate labor hours, parts pricing, and markup formulas in Fleetrock.
Compare vendor invoices with pre-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 mistakes and operational oversights; prepare structured monthly reports for the Operations Manager to support targeted coaching.
Use vendor portals, including Love's and TravelCenters of America, to reconcile external statements against corresponding customer billings in Fleetrock.
Identify billing errors, unauthorized fees, or missing credits, and initiate and track vendor disputes until credits or adjustments are secured.
Authorize and process payments to major vendor accounts after validating a complete data match.