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SUMMARY
The Fuel Coordinator is responsible for overseeing daily, and monthly fuel processing activities, including pricing, purchases, invoicing, reporting, and system maintenance. This role ensures accuracy, compliance, and efficiency in all fuel accounting functions while managing a team of Fuel Specialists. The Fuel Coordinator works closely with the Fuel Supervisor and Controller to safeguard the integrity of sales, inventory, and financial data while developing and enforcing competitive pricing strategies.
Business Results Orientation
● Manage daily operations of the fuel accounting team, ensuring accuracy and timeliness in processing invoices, journal entries, reconciliations, and reporting.
● Drive process improvements to increase efficiency, accuracy and internal controls within fuel accounting operations.
● Oversee reconciliations of General Ledger accounts related to fuel operations
● Manage Wholesale and Commercial fuel billing processes as well as develop processes to manage new customer requirements.
● Make necessary daily/weekly/monthly/yearly journal entries related to job duties
● Reconcile general ledger accounts as assigned and resolve outstanding items
● Analyze data pertaining to fuel billing, fuel margins, and freight to proactively identify discrepancies
● Complete assigned month end procedures in a timely manner
● Maintain regular attendance and follows designated safety practices
● Complete weekly billing reviews to ensure timely billing of aging invoices
● Support and actively work to achieve the goals of the Accounting Balanced Scorecard
● Assist with special projects as directed
● Meet deadlines established by supervisor
● Maintain regular attendance and follow designated safety practices
● Perform other duties not listed as required
Communication
● Serve as the primary point of escalation for supplier, customer, and internal communication related to pricing, invoices and reconciliations.
● Communicate in a professional and effective manager with internal and external customers
● Coordinate with Transportation, Sales, and Customer Service departments to resolve invoice or bill of lading discrepancies
● Present reporting and financial insights on fuel operations to management
Customer Service Orientation
● Ensure the team provides responsive, courteous support to customers and internal stakeholders regarding pricing, billing, and disputed charges.
● Oversee the accuracy of customer information maintained in fuel accounting systems
● Partner with Sales and Customer Service to support pricing strategies and agreements.
Developing Talent
● Complete safety training as required
● Supervise, mentor, and develop a team of Fuel Specialists
● Assign and monitor workload, set performance expectations and conduct performance evaluations.
● Provide training, cross-training and professional development opportunities for team members
● Foster a culture of accountability, accuracy, caring, and continuous improvement
Technical Expertise
● Weekly oversight and reconciliations of fuel inventory
● Troubleshoot Fuel Module System errors
● Ensure accurate customer setup and regular system audits
● Ensure accuracy and integrity of enterprise fuel systems, pricing modules, and data interfaces.
● Monthly reconciliation of fuel receipts, ensuring all intercompany fuel purchases are processes correctly
● Manage month-end fuel close process including ensuring all invoices and BOL’s are reconciled and billed appropriately and inventory is reported accurately
Supervisory Responsibilities
Direct: Fuel Specialist I, Fuel Specialist II, Fuel Specialist III
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Required: Bachelor’s Degree in Accounting or Related Field
Experience: 3-5 years of experience in accounting or related field
Language Skills: Ability to read, write, speak, and understand English in a manner that is sufficient for effective communication.
Skills and Abilities:
● Ability to use own judgment in the analysis of facts and circumstances surrounding individual problems and transactions and in the determination of actions to be taken within the limits of standard or accepted practice
● Intensive knowledge of a specialty field and the use of a wide range of procedures
● Strong attention to detail and critical thinking skills
PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Amount of Time |
None |
Under 1/3 |
1/3 To 2/3 |
Over 2/3 |
Amount of Time |
None |
Under 1/3 |
1/3 To 2/3 |
Over 2/3 |
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See: Must be able to read computer screen and reports. |
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Lifting |
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Stand/Walk: Occasional visits to other locations in the building. |
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Up to 10 pounds: |
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X |
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Sit: Must be able to perform work at desk, computer, etc. |
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X |
Up to 25 pounds |
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X |
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Touch/Grasp/Feel: Must be able to input electronic data, manipulate paper, use phone system |
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X |
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Up to 50 pounds |
X |
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Climb or balance: |
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X |
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Up to 100 pounds |
X |
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Stoop, kneel or crawl: |
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X |
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Over 100 pounds |
X |
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Talk or hear: Must be able to communicate in person and on telephone system |
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X |
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Working conditions: Office atmosphere |
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Disclaimer:
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.
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