Office Administrator

Description

This position supports the Operations Manager and team by managing the daily logistics of fuel, and lube deliveries — scheduling loads, coordinating driver routes, and tracking shipments — while also handling the office administrative functions that keep the branch running smoothly. This is a hybrid role that touches sales, operations, and accounting, and requires occasional travel.

Responsibilities

Logistics & Dispatch

• Schedule fuel/propane/lube truck loads and manage daily delivery routes and schedules for drivers
• Track fuel/propane/lube shipments to ensure all customer requirements are met
• Manage system and status updates to ensure visibility of all shipments
• Monitor and validate accuracy of deliveries
• Understand and enforce DOT regulations
• Assist in establishing and evaluating driver performance
• Recommend disciplinary decisions, hiring, coaching, and other employment status actions to the management team

Customer & Office Support

• Manage key customer-related functions: processing credit applications, inputting new customer accounts, receiving and processing payments
• Coordinate with the sales team on order pricing and terms
• Maintain a proactive approach to customer complaints, expedite requests, and other customer issues
• Provide feedback reports to the Corporate Office and Supervisor regarding customer contacts
• Input data into company systems accurately and run database reporting
• Assist the billing team with related customer, order, or paperwork requests and by invoicing customers, uploading documents into the assigned portals and handling disputes as necessary.
• Carry out general administrative duties (answering phones, filing, scanning, etc.) as needed
• Adhere to and encourage compliance with company policies and procedures
• Perform other tasks as required or assigned by the Branch Manager

Requirements

QUALIFICATIONS/POSITION REQUIREMENTS:

• Experience coordinating delivery schedules, dispatch, or logistics operations preferred
• Knowledge of DOT regulations and compliance requirements
• Exceptional customer service skills and strong interpersonal presence
• Excellent written and verbal communication skills
• Ability to prioritize work and apply independent judgment, especially under time-sensitive delivery demands
• Advanced proficiency in Microsoft Office (Excel); comfort with dispatch/routing or database systems
• Knowledge of common business practices relating to purchase, pricing, terms, shipment, taxes, and payment for products and services
• Self-motivated and results-oriented, with strong organizational skills
• Oil & gas or fuel distribution industry experience a plus
• Willing to work outside regular business hours, including weekends, as needed

Requirements QUALIFICATIONS/POSITION REQUIREMENTS:

• Experience coordinating delivery schedules, dispatch, or logistics operations preferred
• Knowledge of DOT regulations and compliance requirements
• Exceptional customer service skills and strong interpersonal presence
• Excellent written and verbal communication skills
• Ability to prioritize work and apply independent judgment, especially under time-sensitive delivery demands
• Advanced proficiency in Microsoft Office (Excel); comfort with dispatch/routing or database systems
• Knowledge of common business practices relating to purchase, pricing, terms, shipment, taxes, and payment for products and services
• Self-motivated and results-oriented, with strong organizational skills
• Oil & gas or fuel distribution industry experience a plus
• Willing to work outside regular business hours, including weekends, as needed