---
title: 'Operational Billing Specialist at VIXXO'
canonical: 'https://feeny.ai/job/operational-billing-specialist-vixxo-dallas-y3bb15a0edha'
type: 'job'
last_seen: '2026-09-09'
---

# Operational Billing Specialist at VIXXO

- **Company:** VIXXO
- **Location:** Dallas, TX
- **Posted:** 2026-09-04
- **Last confirmed live:** 2026-09-09
- **Apply:** https://job-boards.greenhouse.io/vixxo/jobs/8782874002

## 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, escalate 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, escalate 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.

## About VIXXO

## Company Overview
- **One-liner**: Vixxo provides technology-enabled facilities management services for multi-site businesses, managing maintenance, repairs, and capital projects through a large network of vetted service providers.
- **Entity Type**: Private (no disclosed funding stage)
- **Headquarters**: Scottsdale, Arizona, USA (also offices in Hartford, Chicago, Oakbrook Terrace, Bloomfield, Farmers Branch, Dallas) [[builtin.com](https://builtin.com/company/vixxo) [[vixxo.com](https://www.vixxo.com/about-us/overview)]]
- **Founded**: Not publicly available (the company draws on over 45 years of industry experience, with the current entity expanding through the 2024 acquisition of Cushman & Wakefield Facilities Solutions) [[vixxo.com](https://www.vixxo.com/about-us/overview)]]
- **Founders**: Not publicly available

## Core Business
- **Primary industry**: Facilities Management (FM)
- **Target customers**: B2B – retail, restaurant, grocery, and convenience store chains; multi-site enterprises across the U.S. and Canada [[vixxo.com](https://www.vixxo.com/)]
- **Mission / purpose**: "Spend less. Stress less. One work order at a time." – help organizations reduce costs, improve transparency, and simplify facility operations [[vixxo.com](https://www.vixxo.com/about-us/overview)]

## Products & Services
- **Proprietary Cost Management Platform**: A technology platform that provides real-time pricing transparency, eliminates hidden fees, and uses AI-driven insights for smarter facility decisions. [[vixxo.com](https://www.vixxo.com/about-us/overview)]
- **Virtual Technician Assistant**: An innovative AI tool that offers real-time guidance, troubleshooting, and feedback to technicians, helping diagnose and repair equipment faster. [[builtin.com](https://builtin.com/company/vixxo)]
- **Facility Management Services**: Full-service management of work orders (3.75 million+ annually), including HVAC-R, food service & beverage, electrical, plumbing, and more, via a network of 150,000+ vetted service providers. [[vixxo.com](https://www.vixxo.com/)]
- **Capital Project Services**: Project management for over 100,000 capital projects, covering renovation, retrofit, and new equipment installation. [[builtin.com](https://builtin.com/company/vixxo)]

## Market Standing
- **Valuation / Market Cap**: Not disclosed
- **Key Metric**: Handles 3.75+ million work orders annually across 125,000+ locations, managing 3+ million assets with 150,000+ service providers [[vixxo.com](https://www.vixxo.com/)][[builtin.com](https://builtin.com/company/vixxo)]
- **Notable Investors / Partners**: Not publicly listed; key event: acquired Cushman & Wakefield Facilities Solutions (formerly QSI) in 2024, expanding national reach [[vixxo.com](https://www.vixxo.com/about-us/overview)]
- **Growth Signals**: Headcount of ~1,085 employees [[builtin.com](https://builtin.com/company/vixxo)]; serves 40+ specialized trades; completed 100,000+ capital projects; increased service capabilities through the 2024 acquisition.

## Competitive Advantages
- **Technology moat**: Proprietary AI-driven platform that eliminates hidden fees and provides real-time pricing transparency – a differentiator in an industry often opaque with costs [[vixxo.com](https://www.vixxo.com/about-us/overview)]
- **Scale and experience**: 45+ years of combined industry experience, 150,000+ vetted providers, and the ability to manage 3.75 million work orders annually across major national brands [[vixxo.com](https://www.vixxo.com/)]
- **First-mover in AI**: Developed the industry’s first virtual technician assistant, reducing downtime and repair costs [[builtin.com](https://builtin.com/company/vixxo)]

## Strategic Focus
- **Technology-led transformation**: Continuing to invest in AI and data analytics to further automate and streamline facilities management, improving speed and transparency for clients [[vixxo.com](https://www.vixxo.com/about-us/overview)]
- **National expansion**: Leveraging the 2024 acquisition to deepen coverage across the U.S. and Canada, especially in convenience, grocery, and restaurant verticals [[vixxo.com](https://www.vixxo.com/about-us/overview)]
- **Customer-centric innovation**: Prioritizing "spend less, stress less" by eliminating surprise costs and delivering proactive maintenance insights [[vixxo.com](https://www.vixxo.com/)]

## Why Work Here
- **Culture**: Emphasizes a "small-business feel" despite serving Fortune 500 clients – employees are recognized by name, not just as numbers. Core values include "Win Together," "Own the Solution," "Wow the Customer," and "Value Differences." [[vixxo.com](https://www.vixxo.com/about-us/careers)]
- **Diversity & Inclusion**: Intentional focus on hiring and developing diverse teams; "Value Differences" is a stated core value and viewed as a competitive advantage [[vixxo.com](https://www.vixxo.com/about-us/careers)]
- **Work Arrangement**: Offers a remote work program; Built In notes "Typical time-on-site: None" and the careers page references "50/50 Remote Work," suggesting a hybrid or flexible model [[builtin.com](https://builtin.com/company/vixxo)][[vixxo.com](https://www.vixxo.com/about-us/careers)]
- **Benefits**: Comprehensive package including medical, dental, vision, LTD/STD, life, pet insurance, 401K, FSA, generous PTO (including paid holidays and volunteer time), family/childcare benefits, and performance bonuses. [[vixxo.com](https://www.vixxo.com/about-us/careers)][[builtin.com](https://builtin.com/company/vixxo)]
- **Engineering / Tech Culture**: Opportunity to work on AI-driven tools and a proprietary platform that directly impacts major national brands. Leadership model encourages every associate to act as a "leader and owner." [[vixxo.com](https://www.vixxo.com/about-us/careers)]

## Sources
1. [vixxo.com](https://www.vixxo.com/about-us/overview) – About Us, company overview, history, mission
2. [vixxo.com](https://www.vixxo.com/) – Homepage with service provider stats and industry verticals
3. [vixxo.com](https://www.vixxo.com/about-us/careers) – Careers page with culture, values, benefits, remote work policy
4. [builtin.com](https://builtin.com/company/vixxo) – Built In company profile with employee count, perks, office locations, and product details
5. [job-boards.greenhouse.io](https://job-boards.greenhouse.io/vixxo) – Active job listings (28 roles as of search date)

## Other roles at VIXXO

- [Sourcing Coordinator (Vendor Sourcing)](https://feeny.ai/job/sourcing-coordinator-vendor-sourcing-vixxo-colwich-kansas-rrs8nxw7yqqf) — Colwich Kansas, United States
- [Inventory Control Specialist - Dallas, TX](https://feeny.ai/job/inventory-control-specialist-dallas-tx-vixxo-work-home-q6dbejrm6f0x) — Work @ Home, United States
- [Equipment Technician | Orlando, FL](https://feeny.ai/job/equipment-technician-orlando-fl-vixxo-work-home-vmapyxnqkdnk) — Work @ Home, United States
- [Equipment Technician | Sarasota, FL](https://feeny.ai/job/equipment-technician-sarasota-fl-vixxo-field-based-n3ajrygzg7dp) — Field - Based
- [Equipment Technician | Indianapolis, IN](https://feeny.ai/job/equipment-technician-indianapolis-in-vixxo-field-based-ntb9zjkpy5sv) — Field - Based
- [Senior Customer Service Representative](https://feeny.ai/job/senior-customer-service-representative-vixxo-dallas-6vah0z543h7v) — Dallas, TX
- [Customer Service Facilities Lead](https://feeny.ai/job/customer-service-facilities-lead-vixxo-dallas-fjr91r151kn3) — Dallas, TX / Hartford Connecticut, United States
- [Vendor Manager (HVAC / Refrigeration Projects)](https://feeny.ai/job/vendor-manager-hvac-refrigeration-projects-vixxo-dallas-10yhdkymmdhs) — Dallas, TX
- [Equipment Technician | Santa Maria, CA](https://feeny.ai/job/equipment-technician-santa-maria-ca-vixxo-field-based-rw1y33xtxzba) — Field - Based
- [Equipment Technician | Seattle, WA](https://feeny.ai/job/equipment-technician-seattle-wa-vixxo-field-based-9a3jh3kkc1m1) — Field - Based