What are the responsibilities and job description for the PART TIME Clerical & Dispatch Support Position position at Al Warren Oil Company Inc.?
Are you looking for a part-time opportunity with a company that values reliability, integrity, and exceptional service? Join us at Al Warren Oil Company Inc., a trusted provider of fuel, lubricants, and DEF solutions since 1948! We are a family-owned business focused on building long-lasting partnerships with our customers.
We are currently on the hunt for a motivated and detail-oriented PART TIME Clerical & Dispatch Support Specialist to join our dynamic Chicago Terminal team. This exciting hybrid role will let you dive into clerical responsibilities while also providing vital support to our dispatch team. Your efforts will help ensure smooth scheduling, accurate order processing, and the successful coordination of our daily fuel and lubricant deliveries.
If you thrive in fast-paced environments, possess strong organizational skills, and enjoy a blend of administrative and operational tasks, we want to hear from you!
Your Day-to-Day Responsibilities:
Clerical Responsibilities:
- Be the friendly voice on the line, managing a high volume of incoming calls, directing inquiries to the right departments, and resolving issues with a smile.
- Accurately enter and maintain driver and customer information in our systems, making sure all details are spot on.
- Be present at the window, providing assistance to drivers, customers, and staff as needed.
- Generate and proofread order entries, ensuring accuracy and correcting any discrepancies.
- Handle a variety of clerical tasks, from photocopying and filing to typing and scanning.
- Communicate supplier and cost information to the appropriate teams with clarity.
- Step in to help colleagues as needed, fostering a team-oriented environment.
Dispatch Support Responsibilities:
- Provide prompt and attentive support to drivers and customers using phone, email, and in-person communications.
- Assist in scheduling daily deliveries of fuel, lubricant, and DEF to meet customer needs.
- Communicate clearly with drivers about load details, delivery instructions, and updates.
- Monitor delivery statuses using GPS and dispatch systems to ensure on-time service.
- Keep accurate documentation for all dispatch activities, delivery confirmations, and records.
- Support coordination with drivers during peak times, reroutes, or customer changes to ensure smooth operations.
- Collaborate closely with operations and sales to maintain a seamless workflow.
- Help maintain compliance with DOT, OSHA, and safety policies as part of our commitment to a safe work environment.
- Deliver outstanding customer service when responding to inquiries about orders and deliveries.
What We’re Looking For:
- Experience in customer service, scheduling, dispatching, or administrative roles.
- Comfort with Microsoft Office Suite (Excel, Outlook, Word, etc.)—tech-savviness is a plus!
- A strong ability to multi-task in a busy, deadline-driven environment.
- Exceptional communication skills and a customer-first mindset.
- Detail-oriented with the ability to create and maintain organized systems.
- A basic knowledge of the Chicago-area geography or transportation operations would be an advantage.
If you’re ready to join a dynamic team and make a real impact, apply today! We can’t wait to welcome you aboard!
- 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