Analyst – Café Services Program Operations

Vixxo is seeking a full-time Analyst to support our Cafe Services Program to sit in our Dallas, Chicago, or Scottsdale office.

THE ROLE:

Vixxo is seeking a full-time Analyst – Café Services Program Operations to support the day-to-day commercial operations of our rapidly growing Café Services program. This role sits at the center of the order-to-cash lifecycle—owning order flow management, supporting invoice creation in partnership with Finance, managing billing, maintaining program reporting, and helping resolve invoice disputes.

This is a fast-paced, high-visibility position that interacts regularly with key suppliers, Owner/Operators, and our manufacturing partner, Thermoplan. The role demands an exceptional degree of detail orientation and highly accurate record keeping—the work directly affects program performance, cash flow, and partner trust.

As our program with McDonald’s continues to expand, this role offers significant upside: the opportunity to help build processes from the ground up, gain direct exposure to senior commercial leadership, and grow alongside one of Vixxo’s most strategic growth initiatives.

WHO WILL THRIVE IN THIS ROLE:

• Detail-Obsessed: You catch the discrepancy others miss—accuracy is non-negotiable in your work product
• A Process Owner: You take pride in clean records, organized workflows, and audit-ready documentation
• Comfortable with Pace: You manage competing priorities and tight turnarounds without sacrificing quality
• A Natural Communicator: You build credibility with suppliers, Owner/Operators, manufacturer contacts, and internal teams alike
• A Problem Solver: You dig into root causes—whether an invoice dispute or an order exception—and drive issues to resolution
• Growth-Minded: You see an expanding program as an opportunity to take on more, not just do more

WHAT YOU WILL DO:

Order Flow Management

• Manage end-to-end order flows, including timely receipt, validation, and acknowledgement of purchase orders
• Track order status from receipt through fulfillment, proactively flagging exceptions, delays, or discrepancies
• Maintain accurate, up-to-date order records that serve as the system of record for the program
• Monitor and manage extended warranty requests, orders, and invoicing

Invoicing & Billing Management

• Partner with Finance to create accurate, timely invoices aligned to purchase orders and contract terms
• Manage the billing cycle, including invoice submission, tracking, and reconciliation
• Support resolution of invoice disputes by researching discrepancies, assembling supporting documentation, and coordinating with internal and external stakeholders through to closure

Reporting & Record Keeping

• Maintain and update program reporting, including order, billing, and dispute status reporting for program leadership
• Ensure highly accurate record keeping across orders, invoices, credits, and adjustments
• Translate operational data into insights that support decision-making as the program scales

Stakeholder Coordination

• Serve as a day-to-day operational point of contact for key suppliers, Owner/Operators, and Thermoplan
• Coordinate cross-functionally with Finance, Supply Chain, and program leadership to keep the order-to-cash process running smoothly
• Contribute to continuous improvement of processes, templates, and tools as program volume grows

QUALIFICATIONS:

• Minimum 2–4 years of experience in order management, billing, accounts receivable, program/sales operations, or a similar operations-focused role
• Bachelor’s degree in Business, Finance, Accounting, Supply Chain, or a related field preferred; equivalent experience considered
• Demonstrated exceptional attention to detail and a track record of highly accurate record keeping in a transaction-heavy environment
• Strong Excel skills required; experience with ERP/order management systems (e.g., Microsoft Dynamics) and reporting tools such as Power BI preferred
• Excellent written and verbal communication skills, with the professionalism to represent Vixxo with external partners including suppliers, Owner/Operators, and manufacturer contacts
• Proven ability to thrive in a fast-paced, deadline-driven environment while managing multiple workstreams simultaneously

WORK ENVIRONMENT:

• In-office work is required Monday – Thursday
• Role may be based in Dallas, Scottsdale, or Chicago
• Limited travel required (approximately 10% or less)

WHY VIXXO:

At Vixxo, we are an equal opportunity employer. We seek to create diverse and inclusive teams that reflect the variety of the clients and communities we serve, and we believe this is our competitive advantage. Therefore, we do not discriminate on race, color, gender, illness, disability, gender identity, sexual orientation, age, national origin, familial status, military status, or religion.