Analyst – Café Services Program Operations

About the role

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.

Responsibilities

• 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
• 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
• 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
• Serve as a day-to-day operational point of contact for key suppliers, Owner/Operators, and Thermoplan
• 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)