What are the responsibilities and job description for the Operations Specialist position at FlexiVan?
Job Title: Operations Specialist
Department: Operations
Reports To: Sr. Manager, Operations
Location: Scottsdale, Arizona
Category: Operations
Type: Full-time
Primary Objectives of Position
Provide analytical support for the company’s national tire program, including purchasing, inventory management, vendor coordination, data analysis, and financial reconciliation for tire and rim spend across the M&R network.
Capture and track capital expenditure related to tire and rim purchases, ensuring alignment between the M&R system, CAMS, and NetSuite in coordination with the Finance team.
Monitor tire vendor performance and ensure supply obligations are met. Support development and implementation of tire program practices that optimize cost and service quality.
Support other functional areas including Fleet Operations, Business Intelligence, IT, Finance, and Commercial.
Major Duties & Responsibilities
Tire Program – Purchasing & Inventory
a) Process tire and rim purchase orders for everyday operating needs and chassis manufacturing projects
b) Maintain and update inventory records to reflect current stock levels across locations
c) Coordinate with third-party vendors to ensure timely delivery and that supplied tires meet company quality standards
d) Track open orders and follow up with vendors on outstanding deliveries or discrepancies
e) Support Capex tracking for tire and rim expenditures, tracking actual spend against planned spend and collaborating with Finance to verify
Vendor Auditing & Credits
a) Audit vendor invoices to confirm pricing accuracy, proper credit application, and alignment with negotiated contract terms
b) Conduct routine cost-benefit analysis and contribute to continual vendor review and optimization
c) Assist with audits of product quality, billing accuracy, and other KPI-related items
d) Identify and escalate billing discrepancies to the Sr. Manager for resolution
e) Keep track of vendor and supplier-related activities in the industry
KPI and Performance Metrics
a) Develop and maintain KPIs and trend performance data for the tire program
b) Compile and analyze tire spend data across the network to identify trends and cost-saving opportunities
c) Prepare regular reports on vendor performance, spend patterns, and inventory levels for the Sr. Manager
d) Assist with data gathering, data integrity, analysis, and reporting
Systems & Record Keeping
a) Maintain accurate and up-to-date records in the M&R system, CAMS, and NetSuite
b) Flag system discrepancies and assist in testing and validating system updates or enhancements
Other Duties as Assigned
Job Specifications
Minimum Education / Qualifications
Bachelor’s Degree in business, economics, finance, supply chain, or other related fields of study.
Minimum Years of Relevant Experience
0-2 years of working experience in operations, logistics, transportation, supply chain, or finance
Mandatory Technical Skills
Microsoft Excel – ability to create worksheets, charts/graphs, data tables, pivot tables
Office 365 suite – Excel, Word, PowerPoint, Outlook, Access, SharePoint
PowerPoint – ability to create PowerPoint slides, insert graphics/images/shapes, animate slides
Other Preferred (but not required) Skills
Prior working experience in logistics, transportation, supply chain, or Intermodal/Shipping domain
Prior working experience with M&R-based invoicing platforms
Prior working experience with 3rd party vendor management
Working knowledge of financial practices and methods and exposure to cost accrual concepts
Prior working experience with a nationwide tire management program
Attributes
Self-driven, a team player and meticulous
Self-motivated, takes initiative
Excellent problem solving and analytical skills
Rapidly adapt and respond to changes in environment and priorities
Ability to elicit cooperation from senior management and other departments
Multi-tasking and time management skills with ability to prioritize