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 productA Process Owner: You take pride in clean records, organized workflows, and audit-ready documentationComfortable with Pace: You manage competing priorities and tight turnarounds without sacrificing qualityA Natural Communicator: You build credibility with suppliers, Owner/Operators, manufacturer contacts, and internal teams alikeA Problem Solver: You dig into root causes—whether an invoice dispute or an order exception—and drive issues to resolutionGrowth-Minded: You see an expanding program as an opportunity to take on more, not just do moreWHAT YOU WILL DO:Order Flow ManagementManage end-to-end order flows, including timely receipt, validation, and acknowledgement of purchase ordersTrack order status from receipt through fulfillment, proactively flagging exceptions, delays, or discrepanciesMaintain accurate, up-to-date order records that serve as the system of record for the programMonitor and manage extended warranty requests, orders, and invoicingInvoicing & Billing ManagementPartner with Finance to create accurate, timely invoices aligned to purchase orders and contract termsManage the billing cycle, including invoice submission, tracking, and reconciliationSupport resolution of invoice disputes by researching discrepancies, assembling supporting documentation, and coordinating with internal and external stakeholders through to closureReporting & Record KeepingMaintain and update program reporting, including order, billing, and dispute status reporting for program leadershipEnsure highly accurate record keeping across orders, invoices, credits, and adjustmentsTranslate operational data into insights that support decision-making as the program scalesStakeholder CoordinationServe as a day-to-day operational point of contact for key suppliers, Owner/Operators, and ThermoplanCoordinate cross-functionally with Finance, Supply Chain, and program leadership to keep the order-to-cash process running smoothlyContribute to continuous improvement of processes, templates, and tools as program volume growsQUALIFICATIONS:Minimum 2–4 years of experience in order management, billing, accounts receivable, program/sales operations, or a similar operations-focused roleBachelor's degree in Business, Finance, Accounting, Supply Chain, or a related field preferred; equivalent experience consideredDemonstrated exceptional attention to detail and a track record of highly accurate record keeping in a transaction-heavy environmentStrong Excel skills required; experience with ERP/order management systems (e.g., Microsoft Dynamics) and reporting tools such as Power BI preferredExcellent written and verbal communication skills, with the professionalism to represent Vixxo with external partners including suppliers, Owner/Operators, and manufacturer contactsProven ability to thrive in a fast-paced, deadline-driven environment while managing multiple workstreams simultaneouslyWORK ENVIRONMENT:In-office work is required Monday – ThursdayRole may be based in Dallas, Scottsdale, or ChicagoLimited 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.#J-18808-Ljbffr