Clerical & Administrative Support Specialist

Al Warren Oil Company

About the role

Since 1948, Al Warren Oil Company has been a trusted leader in fuel, lubricants, DEF, and petroleum-related services throughout Illinois, Indiana, Wisconsin, and beyond. As a family-owned and operated company, we've built our reputation on exceptional customer service, dependable delivery, and lasting relationships with both our customers and employees.

Responsibilities

• Billing & Invoice Processing
• Generate accurate customer invoices for fuel, lubricant, and DEF deliveries
• Review Bills of Lading (BOLs), delivery tickets, pricing, taxes, product codes, gallons, and supporting documentation before invoicing
• Verify customer pricing agreements, tax exemptions, freight charges, and fuel surcharges
• Research and resolve billing discrepancies by working with Sales, Operations, Dispatch, and Accounting
• Maintain organized electronic and paper billing records
• Provide invoice copies and billing support to customers
• Aid Accounts Receivable with customer payment inquiries and account research
• Enter supplier invoices and verify vendor costs when necessary
• Order Entry & Customer Support
• Accurately enter customer fuel and lubricant orders into company systems
• Maintain customer account information, pricing schedules, tax exemptions, and delivery instructions
• Update customer records to ensure accurate billing and order processing
• Cook with internal departments regarding order corrections, shipment updates, and customer requests
• Aid customers by phone with questions regarding invoices, deliveries, and account information
• Office Administration
• Professionally answer and direct incoming phone calls
• Welcome and assist drivers, vendors, customers, and visitors
• Perform data entry with a high level of accuracy
• Scan, file, copy, and maintain organized electronic and paper records
• Assist with month-end administrative processes
• Support office projects and other administrative duties as assigned
• Help maintain an organized, professional, and efficient office environment

Requirements

• High School Diploma or GED
• Minimum of 2 years of experience in clerical support, billing, office administration, accounting support, customer service, or a related role
• Strong attention to detail with excellent accuracy when working with numbers and documentation
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, including: Excel, Outlook, Word
• Strong typing and data entry skills
• Ability to prioritize multiple responsibilities while meeting deadlines
• Ability to work independently and as part of a team
• Professional attitude with excellent customer service skills

Preferred Qualifications

• Experience using ERP, accounting, billing, or dispatch software
• Previous experience in fuel distribution, logistics, transportation, petroleum, wholesale distribution, or industrial services
• Knowledge of invoicing, Accounts Receivable, customer pricing, or tax exemptions
• Experience working with high-volume administrative or billing environments

Benefits

• Competitive Pay
• Empower 401(k) Retirement Plan with Company Match beginning on Day One
• Blue Cross Blue Shield Medical Insurance
• Dental Insurance
• Vision Insurance
• Three PPO Medical Plan Options
• Health Savings Account (HSA) with Employer Contributions
• Company-Paid Life Insurance
• Voluntary Life & Disability Insurance
• Paid Vacation
• Paid Sick Time
• Paid Holidays
• Employee Assistance Program (EAP)
• Opportunities for Career Growth and Advancement
• Stable Family-Owned Company with Long-Term Career Opportunities