Fuel Operations Specialist at Peter Döhle… · North…

Position Summary

The Fuel Operations Specialist supports the day-to-day administration and operational effectiveness of the company’s fuel programs, including fuel cards and bulk fuel. The position works closely with terminal management, fuel suppliers, maintenance locations, and internal business partners to ensure fuel availability, accurate transactions, timely reconciliation, and resolution of fuel-related issues.

The role serves as a key operational resource for fuel-card administration and bulk-fuel activities, with responsibilities ranging from daily requests and transaction research to supplier coordination, fuel-network maintenance, inventory reconciliation, and fuel-order scheduling.

Essential Duties and Responsibilities

Fuel Card Administration

• Process and support fuel-card activations and other fuel-card account maintenance activities.
• Respond to driver inquiries and assist with resolution of fuel-card issues.
• Process per diem and money-code requests associated with driver and operational needs.
• Monitor and provide fuel-card status reporting for applicable business groups.
• Research and assist with the resolution of suspected fuel-card fraud alerts.
• Coordinate upcoming fuel-card expiration requirements with terminal management and the fuel-card provider.
• Support the addition of fuel locations to the company's fuel network as operational needs change, including acquisition-related requirements.
• Assist with ongoing maintenance of the fuel network to help ensure appropriate fueling access and coverage.
• Reconcile fuel-related invoices and transactions, including money codes, per diems, and fuel-card transactions.
• Support other fuel reconciliation activities as required.

Bulk Fuel Operations

• Prepare and transmit fuel orders for scheduling based on operational fuel requirements.
• Reconcile bulk-fuel deliveries and identify discrepancies requiring follow-up.
• Assist with sourcing new fuel suppliers when operational needs require additional or alternative supply.
• Support supplier relationships and fuel network expansion activities.
• Coordinate tank repairs and other fuel-site equipment needs, including tank monitoring and fuel-dispensing equipment.
• Troubleshoot operational issues involving card readers, tank-monitoring equipment, or related fuel-site systems.
• Support winter additive ordering for shop locations to maintain adequate supply during seasonal operations.

Reconciliation and Reporting

• Support reconciliation of invoices associated with IFTA filing.
• Perform end-of-month bulk-fuel inventory reconciliation.
• Research fuel transaction, invoice, delivery, or inventory discrepancies and coordinate resolution with the appropriate internal or external parties.
• Maintain accurate fuel-related information and supporting documentation necessary for operational and financial reconciliation.

Operational Coordination

• Serve as a resource to terminal managers, drivers, shops, suppliers, and other internal stakeholders regarding fuel-related operational needs.
• Coordinate with third-party fuel and payment providers to resolve service, transaction, account, and equipment issues.
• Identify recurring fuel-related issues and escalate or coordinate corrective action as appropriate.
• Support changes to the fuel network resulting from acquisitions, operational changes, or new fueling requirements.
• Provide backup and cross-functional support across fuel-card and bulk-fuel activities to promote continuity of fuel operations.

Qualifications

Education and Experience

• High school diploma or equivalent required; associate or bachelor’s degree in business, supply chain, accounting, operations, or a related discipline preferred.
• Previous experience in transportation, fuel management, accounts payable, purchasing, fleet operations, or a related operational environment preferred.
• Experience working with transaction reconciliation, invoices, suppliers, or operational data preferred.

Knowledge, Skills and Abilities

• Strong organizational skills with the ability to manage multiple requests and priorities.
• Strong attention to detail, particularly when working with transactions, invoices, inventory, and reconciliations.
• Ability to investigate discrepancies and work across multiple parties to resolve operational issues.
• Effective written and verbal communication skills.
• Strong customer service orientation when supporting drivers, terminals, shops, and internal business partners.
• Ability to work effectively with external suppliers and service providers.
• Proficiency with Microsoft Excel, Outlook, and other business systems used to track transactions and operational information.
• Ability to work independently while recognizing when issues require escalation.

Demonstrated problem-solving skills and a continuous-improvement mindset

Note: The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of associates so classified. Management retains the right to assign or reassign duties at any time. Job description is subject to change.

All employees of the Company are expected to:

1. Promote positive work habits including effective and timely communication, teamwork and respect for co-workers.
2. Provide constructive guidance to other employees and representatives of third parties.
3. Contribute to providing the highest quality of products and services to customers.

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