What are the responsibilities and job description for the Clerical & Dispatch Support Position position at Al Warren Oil Company Inc.?
Since 1948, Al Warren Oil Company has delivered reliability, integrity, and performance as a leading supplier of fuel, lubricants, and DEF solutions across the Midwest. Family-owned and operated, we pride ourselves on exceptional service, safety, and long-standing customer partnerships.
We are seeking a detail-oriented Clerical & Dispatch Support Specialist to join our Chicago Terminal team. This part-time role blends traditional clerical responsibilities with dispatch support to ensure efficient scheduling, accurate order processing, and seamless coordination of daily fuel, lubricant, and DEF deliveries.
If you thrive in a fast-paced environment, are highly organized, and enjoy supporting both administrative and operational functions, this is the position for you.
General Essential Duties & Responsibilities
Clerical Responsibilities
- Manage a high volume of incoming calls, directing inquiries to the appropriate departments and resolving issues when possible
- Accurately enter driver and customer information into multiple company systems and platforms
- Remain attentive at the service window to assist drivers, customers, and staff
- Generate and proofread order entries for accuracy; identify and correct discrepancies
- Perform general clerical duties including photocopying, filing, typing, faxing, and scanning
- Communicate and distribute supplier and cost information to the appropriate departments
- Provide backup assistance to coworkers as needed
Dispatch Support Responsibilities
- Provide prompt, professional support to drivers and customers via phone, email, and in-person communication
- Assist in scheduling daily fuel, lubricant, and DEF deliveries
- Communicate load details, delivery instructions, and updates to drivers as needed
- Monitor delivery statuses through GPS and dispatch systems to help ensure on-time service
- Maintain accurate documentation for dispatch activities, delivery confirmations, and order records
- Support driver coordination during peak times, route adjustments, customer changes, or unexpected issues
- Work closely with operations, accounting, and sales teams to ensure smooth daily workflows
- Assist in maintaining compliance with DOT, OSHA, and internal safety policies
- Provide excellent customer service when handling inquiries related to orders and deliveries
Qualifications & Skills
- Experience in customer service, scheduling, dispatching, or administrative roles.
- Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
- High level of computer literacy; ability to work within multiple systems at once.
- Strong communication and organizational skills.
- Ability to create and maintain organized filing systems.
- Ability to multitask in a fast-paced, deadline-driven environment.
- Strict attention to detail and accuracy.
- Knowledge of Chicago-area geography or transportation operations is a plus.
- Flexible, part-time schedule
- Family-friendly hours that can align with school drop-off and pick-up times
- Ability to discuss and adjust working hours to fit your personal schedule
- Supportive, understanding team environment
- Consistent weekday hours (no nights or weekends)
- Opportunity to gain experience in dispatch and administrative support
- Stable, reliable workload with clear expectations
- Ideal for someone balancing work with family or other commitments