What are the responsibilities and job description for the Administrative Support Specialist position at Associated Energy Group, LLC?
Company Description:
Associated Energy Group, LLC (AEG Fuels) is a global aviation fuels and services supply chain management company. The company’s core business is the marketing and financing of fuel supply and logistics solutions for the world’s largest airlines, militaries, and corporate operators.
AEG Fuels serves its clients through a network of longstanding relationships with subcontracted parties around the world. Customers are afforded the benefits of negotiated fuel and throughput pricing based on AEG Fuel’s aggregate volume within a network of over 3,000 airports as well as the company’s specialized expertise in delivering products safely and on-time.
AEG Fuels is dedicated to providing comprehensive support and unparalleled 24/7 service around the world. 30 different nationalities are represented on AEG’s team and with offices in Miami, Houston, Toluca, Medellin, Sao Paolo, London, Dubai, Singapore and Shanghai the company combines a global presence with a local touch.
AEG Core Values:
- Excellence & Teamwork
- Entrepreneurship & Innovation
- Respect & Trust
- Always Do What’s Right
Job Description:
The Administrative Support Specialist is responsible for managing the invoicing cycle for aviation fuel transactions, ensuring accurate information for billing, support for timely supplier payments, and reconciliation of fuel uplifts with customer invoices. This role serves as a key point of contact for clients, resolving billing inquiries and charge disputes while maintaining accurate financial records for a portfolio of more than 100 customers.
Key responsabilities and acivities:
- Manage the end-to-end invoicing process for aviation fuel transactions across multiple clients and locations.
- Verify and reconcile fuel uplift data with supplier invoices and customer billing records.
- Maintain accurate invoice reconciliation between suppliers, internal records, and client accounts.
- Process and coordinate supplier payments in accordance with contractual terms.
- Serve as the primary contact for client billing inquiries, clarifying charges, pricing, and invoice details.
- Investigate and support to resolve billing discrepancies or disputes with customers and suppliers.
- Track and monitor accounts and transaction records for over 100 client accounts.
- Ensure compliance with internal financial controls and documentation procedures.
- Maintain organized financial and transactional documentation for auditing purposes.
- Coordinate with operations, sales, and accounting teams to ensure billing accuracy.
- Assist in generating reports on invoicing, payments, and reconciliation status.
Experience and Qualifications:
- Bachelor’s degree in Business Administration, Accounting, Finance, or related field (preferred).
- 2–4 years of experience in administration, billing, accounting support, or financial operations.
- Experience in aviation, fuel trading, logistics, or commodities is a plus.
- Proficient in English (Written and spoken)
- Strong attention to detail and ability to manage high transaction volumes.
- Proficiency in Microsoft Excel and accounting or ERP systems.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills for client interaction and dispute resolution