Fleet Operations and Billing Analyst

Position Summary

The Fleet Operations & Billing Analyst will support the Director of Operations across billing, accounting, vendor coordination, reporting, and day-to-day fleet operations. This role is designed for someone who can work across multiple areas of the business, including national account billing, vendor payment reconciliation, month-end reporting, operational follow-up, and internal process improvement.

This position will serve as a key operational support role within the fleet management business, helping ensure billing accuracy, timely reporting, clean account reconciliation, and consistent execution of internal workflows. The ideal candidate is detail-oriented, organized, comfortable working with data, and able to act as a reliable second layer of support for the Director of Operations without directly managing staff.

Key Responsibilities

Billing & National Account Support

· Manage end-to-end billing processes for national account clients, ensuring invoices are accurate, complete, and submitted within required timelines.

· Track payment status, last paid dates, open balances, aging items, and payment terms for national account vendors.

· Be a primary liaison for with National Account vendors, and supporting automation processes.

· Monitor billing exceptions, disputed charges, and credit resolutions across national accounts, coordinating with internal teams and vendors to achieve timely closeout.

· Maintain organized billing records for audit, reporting, and follow-up purposes.

· Assist with vendor payment questions, billing disputes, and invoice corrections.

· Support billing workflows connected to fleet maintenance approvals.

· Help identify duplicate charges, missing documentation, pricing inconsistencies, or incorrect vendor billing.

Accounting & Reconciliation Support

· Perform account reconciliations for internal records, vendor accounts, client billing, and other operational accounts.

· Assist with month-end close activities, including reporting, reconciliations, accrual support, and transaction review.

· Prepare recurring reports related to billing, vendor spend, purchase orders, national accounts, and operational activity.

· Research outstanding balances, unapplied payments, missing invoices, or mismatched transaction records.

· Work with internal teams to resolve discrepancies between invoices, purchase orders, vendor statements, and payment records.

· Maintain clean documentation for billing history, payment terms, vendor contacts, and account activity.

· Support internal reporting tied to vendor spend, cost savings, billing trends, and operational performance.

· Assist with ad hoc financial and operational analysis as requested.

Fleet Operations Support

· Support the Director of Operations with operational follow-up, reporting, and vendor communication

· Assist in evaluating operational processes and recommending improvements to increase efficiency, reduce cost, and improve service quality.

· Help monitor open purchase orders, vendor requests, repair approvals, billing issues, and unresolved operational items.

· Review fleet maintenance activity for trends, exceptions, or opportunities for process improvement.

· Assist with tracking vendor performance, preferred vendor usage, national account compliance, and driver/vendor behavior.

· Help prepare operational reports for internal leadership and client-facing discussions.

· Support process improvements related to vendor portal usage, billing controls, PO documentation, repair authorization, and call center workload reduction.

· Coordinate with internal teams to ensure estimates, invoices, approvals, and vendor questions are handled accurately and timely.

· Assist with special projects, including vendor cleanup, national account tracking, preferred vendor rollout, reporting dashboards, and operational audits.

· Serve as a dependable backup resource for the Director of Operations on follow-up items, reporting needs, and cross-functional coordination.

Qualifications
Required:

· Experience in billing, accounting support, operations support, fleet management, vendor coordination, or a related administrative/analytical role.

· Strong attention to detail and ability to identify discrepancies in invoices, purchase orders, statements, and reports.

· Comfortable working with spreadsheets, reports, billing records, and operational data.

· Ability to communicate professionally with vendors, internal teams, and leadership.

· Strong organizational skills with the ability to manage multiple open items at once.

· Ability to work independently, follow up consistently, and keep accurate records.

· Practical problem-solving skills and willingness to dig into details to resolve issues.

· Proficiency with Microsoft Excel, Outlook, and general business systems.

Preferred

· Experience in fleet management, vehicle maintenance, transportation, leasing, repair authorization, or vendor billing.

· Experience working with national account vendors, repair vendors, tire vendors, oil change providers, or parts suppliers.

· Familiarity with purchase orders, invoice approvals, preventive maintenance, roadside assistance, and vendor payment workflows.

· Experience with month-end reporting, reconciliations, account statements, or billing audits.

· Ability to build and maintain tracking tools, reports, and dashboards.

· Experience supporting a director-level leader or operations department.

Ideal Candidate Profile

The ideal candidate is someone who can live in the details without losing sight of the bigger operational picture. This person should be comfortable reviewing invoices one moment, reconciling account activity the next, and then helping follow up on an operational issue with a vendor or internal team.

They should be dependable, analytical, organized, and comfortable being the person who helps keep things from falling through the cracks. This role requires someone who can ask good questions, follow a process, spot problems, and help improve how billing and operations are managed.

Key Success Measures

· Accuracy and timeliness of billing reviews and reconciliations.

· Reduction in unresolved vendor billing issues.

· Improved tracking of national account vendor status, payments, and terms.

· Clean and consistent reporting for month-end and operational review.

· Strong follow-up on open operational items.

· Better visibility into vendor spend, billing discrepancies, and account status.

· Improved support for the Director of Operations through reliable execution and reporting.

· Increased use of accurate documentation, clean records, and repeatable processes.

Reporting Structure

This position reports directly to the Director of Operations.

This is not a people-management role. However, the position will work closely with operations, accounting, vendors, and internal support teams to help ensure billing, reporting, and operational workflows are completed accurately and efficiently.

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: Remote