Operational Billing Specialist

VIXXO; Texas; On-site; USD 65,000 - 90,000; Full time

Job summary

VIXXO is seeking a full-time Operational Billing Specialist in Dallas, TX. The role oversees the end-to-end invoice lifecycle across providers, customers, and finance, driving invoices from receipt to customer billing with focus on accuracy, speed, and compliance.

You will manage queues, aging, and discrepancies, coordinate with multiple platforms, and ensure timely resolutions while maintaining detailed notes and clear ownership.

Qualifications

• 5+ years in billing, accounts receivable, or related ops work in high-volume environment.
• Strong attention to detail and deadline management.
• Excellent written and verbal communication with service providers and customers.
• Proven ability to navigate multiple systems and portals and maintain clean records.
• Experience coordinating outsourced or shared-service teams is a plus.

Responsibilities

• Own the invoice lifecycle from intake to customer billing, ensuring accuracy and timeliness.
• Build and maintain relationships with service providers and customers; obtain missing invoices and documentation.
• Clarify billing requirements with customers and internal teams to prevent delays and secure approvals.
• Work across billing, ERP platforms, service management systems, portals, and Excel; maintain notes and next actions.
• Monitor queues, aging, rejections, and deadlines; prioritize high-impact items and drive closure.
• Validate invoices against contracts, rates, taxes, and POs; ensure proper backup documentation.
• Research and reconcile discrepancies by coordinating with providers, customers, and finance; document resolutions.
• Provide direction and training to outsourced billing resources to ensure consistency.
• Prepare and communicate billing performance and risks to leadership; identify improvements to reduce rework.

Skills

Billing management

Relationship building

Problem solving

Organizational skills

Education

Bachelor's Degree in Finance, Accounting, Business or related

Tools

ORMB

Excel

ERP systems

Job description

Vixxo is seeking a full time Operational Billing Specialist to join our office in either Dallas, TX.

THE ROLE

The Operational Billing Specialist is a hands-on operational owner of the invoice lifecycle. This role works across service providers, customers, operations, and finance to move invoices from receipt through validation, exception resolution, and customer billing. The specialist monitors work queues and aging, identifies what is blocking an invoice, connects the right parties, and drives each item to resolution. Success requires persistent relationship management, disciplined follow-up, and the ability to keep high volumes of billing activity organized across multiple systems.

WHO WILL LOVE THIS JOB

• A relationship builder. You create productive partnerships with service providers, customers, and internal teams and are comfortable following up until commitments are fulfilled.
• An operational problem solver. You quickly identify where an invoice is stalled, bring the right people together, and turn roadblocks into clear next actions.
• An organized systems thinker. You can work across several platforms and queues while maintaining accurate notes, priorities, ownership, and follow-up dates.
• A data-minded team partner. You use aging and exception data to focus effort, communicate early, take accountability for outcomes, and help others execute consistently.

CORE RESPONSIBILITIES

• Own the day-to-day flow of service provider invoices through intake, validation, correction, approval, and customer billing, with a focus on accuracy, timeliness, and throughput.
• Build and maintain strong working relationships with service providers. Establish clear expectations, conduct proactive follow-up, and secure missing invoices, supporting documentation, corrections, and responses needed to move billing forward.
• Connect directly with customer contacts and internal account teams to clarify billing requirements, resolve rejected or disputed items, obtain needed approvals, and prevent avoidable billing delays.
• Operate effectively across billing and ERP platforms, work order or service management systems, customer portals, reporting tools, and Excel. Maintain complete notes, current statuses, assigned owners, and next-action dates so work is visible and auditable.
• Monitor invoice queues, unbilled revenue, aging, rejections, exceptions, and customer billing deadlines. Prioritize the highest-impact items, elevate risks early, and drive open issues to closure.
• Validate invoices against contractual and customer requirements, including rates, not‑to‑exceed limits, markups, taxes, service details, purchase order information, and required backup documentation.
• Research and reconcile billing discrepancies by coordinating with service providers, customers, operations, and finance/accounting; document the resolution and ensure system records are updated consistently.
• Provide daily direction, training, quality feedback, and escalation support to outsourced billing resources to promote consistent execution and service levels.
• Prepare operational billing reports and communicate performance, aging, risks, and barriers to business leaders. Identify recurring failure points and recommend practical improvements that reduce rework, shorten billing cycle time, and improve first‑pass accuracy.

QUALIFICATIONS

• A Bachelor's Degree in Finance, Accounting, Business Administration, Operations, or a related field is preferred. Equivalent relevant experience will also be considered.
• Minimum of 5 years of relevant billing, accounts receivable, service operations, or related experience; experience in a high-volume service environment is preferred.
• Demonstrated ability to manage invoice queues, exceptions, aging, and deadlines while maintaining strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills, including the ability to work directly with service providers and customers on sensitive or time‑critical billing issues.
• Proven ability to navigate multiple systems and customer portals, reconcile information across platforms, and maintain organized, accurate records.
• Advanced working knowledge of Excel and database or reporting applications; experience with a complex billing system such as ORMB is preferred.
• Sound judgment, persistence, and the ability to independently prioritize work, elevate risks, and follow issues through completion; experience coordinating outsourced or shared‑service teams is preferred.

WHY VIXXO

Vixxo wants your ambition, experience, talent, and what makes you unique. We may have a place for you on one of our many teams, all dedicated to facilities management for some of your favorite retail, grocery, restaurant, and convenience‑market brands.We hold ourselves accountable for growing the company and meeting ambitious goals. We work just as hard at strengthening our culture, including Vixxo's commitment to diversity and the belief that great minds think differently.

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