Fuel Operations Specialist

Supports the Fuel Operations team by executing core administrative functions related to fuel transactions, including invoice processing, fuel ticket and consumption review, data entry, and discrepancy resolution. This role ensures accurate fuel data, adherence to documented procedures, and timely support of operational reporting and accounting close processes. Works closely with Fuel Operations Analysts and leadership to maintain efficient, scalable fuel operations in a high-volume environment.

Visa sponsorship is not available. Must be authorized to work in the U.S. as defined by the Immigration Act of 1986 and pass a criminal background check.

Requirements

• High school diploma or GED
• Minimum of one (1) year of experience in business administration or a related field
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.)
• Strong work ethic with a drive to achieve established goals and deadlines
• Commitment to learning, growth, and continuous improvement
• Ability to learn quickly and adapt to a changing environment; agile, flexible, and resilient
• Highly organized, self-starter with strong multitasking and prioritization skills
• Detail-oriented, professional attitude, reliable, and highly accurate
• Ability to work independently and collaboratively in a fast-paced, high-volume environment
• Strong mathematical skills (percentages, fractions, addition, subtraction, multiplication, division)
• Critical and logical thinking skills
• Excellent written and verbal communication and interpersonal skills
• Ability to communicate internally with various departments and externally with vendors
• Documentation, research, and problem-solving/resolution skills

Preferred Qualifications

• Experience within the fuel, petroleum, or airline industries
• Strong problem-solving skills and basic accounting principles knowledge
• Data analysis skills
• Knowledge and experience in petroleum pricing, fuel supply, distribution, refining, or trading
• Thorough knowledge of business administration, fuel inventory, accounts payable/general systems, financial chart of accounts, and corporate processes

Responsibilities

• Process fuel invoices (payables and prepaids) accurately and timely, ensuring required documentation is complete and properly retained
• Review fuel tickets, bills of lading, fuel logs, and consumption data to validate gallons uplifted and identify discrepancies
• Enter and maintain fuel transactions, consumption, and inventory data in fuel and accounting systems with high accuracy
• Research and resolve flight, fuel, and gallon discrepancies by coordinating with vendors, airports, and internal teams
• Support month-end close activities by completing assigned reconciliations, data validation, and documentation requirements
• Manage fuel-related reports, emails, and documentation by distributing, organizing, and saving files in designated systems
• Respond to vendor and internal inquiries professionally and within established service level expectations
• Maintain accurate fuel vendor and airport contact information
• Escalate unresolved discrepancies, data issues, or system errors to the Fuel Operations Analyst
• Adhere to documented procedures, internal controls, and standard work to support audit readiness and data integrity
• Perform other duties as assigned

Physical Requirements

• Regularly required to stand, sit, talk, hear, see, reach, stoop, kneel, and use hands and fingers to operate a computer, keyboard, printer, and phone
• May be required to lift, push, pull, or carry up to 20 lbs
• May be required to work various shifts/days in a 24-hour operation
• Exposure to moderate noise (e.g., business office with computers, phones, printers, and foot traffic), temperature, and light fluctuations
• Ability to work in a confined area and sit at a computer terminal for extended periods
• Some travel may be required
• Regular attendance is required

Benefits

Full Time

• Profit Sharing
• Medical, Dental, Vision, Life, and Disability Insurance
• Medical Travel Reimbursement
• Legal, Identity, and Pet Insurance
• 401K with employer match
• Employee Stock Purchase Plan
• Employee Assistance Program
• Tuition Reimbursement
• Flight Benefits
• Paid vacation, holidays, and sick time

Part Time

• Profit Sharing
• Medical Travel Reimbursement
• Legal, Identity, and Pet Insurance
• 401K with employer match
• Employee Stock Purchase Plan
• Employee Assistance Program
• Tuition Reimbursement
• Flight Benefits
• Sick time