Billing & Office Operations Support

About the Role

Al Warren Oil Company has been a trusted provider of fuel, lubricants, and DEF solutions since 1948. As a family-owned company, we pride ourselves on reliability, integrity, and long-term partnerships with both our customers and our employees. We are currently seeking a detail-oriented and organized Clerical & Administrative Support Specialist to join our Bensenville office. This role plays a critical part in supporting our Fuel and Lubricant divisions through accurate billing, order processing, customer account support, and general office administration. If you are highly organized, dependable, and thrive in a structured office environment where accuracy matters, we encourage you to apply.

Responsibilities

• Process and generate customer invoices for fuel, lubricant, and DEF deliveries with a high level of accuracy
• Verify pricing, gallons, product codes, and delivery documentation before billing
• Assist with resolving billing discrepancies by coordinating with sales, operations, and accounting
• Maintain organized billing records and supporting documentation
• Support Accounts Receivable with invoice copies, customer inquiries, and payment follow-ups as needed
• Enter supplier invoices and verify costs when required
• Accurately enter fuel and lubricant orders into internal systems
• Maintain and update customer account information, tax exemptions, and pricing structures
• Answer and direct incoming phone calls professionally
• Assist walk-in drivers, customers, and staff at the service window
• File, scan, copy, and maintain organized digital and physical records
• Communicate internally with sales and operations teams regarding order details or corrections
• Provide general office support to ensure smooth daily operations

Qualifications

• Previous experience in clerical, administrative, billing, or office support roles
• Strong attention to detail and ability to work with numbers accurately
• Comfortable using Microsoft Office (Excel, Outlook, Word)
• Experience with accounting software or ERP systems is a plus
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong communication skills and a professional, customer-focused attitude
• Dependable, organized, and able to work independently while supporting a team

Benefits

• 401(k) with company match from Day 1
• Blue Cross Blue Shield Health Insurance (medical, dental, vision)
• Multiple PPO coverage options
• HSA with employer contributions
• Life insurance and disability coverage options
• Paid vacation, holidays, and time off

At Al Warren Oil, your work matters. We value employees who take pride in getting the details right and supporting the team behind the scenes.