Administrative Assistant

Sandri Energy – Part Time Billing Assistant Position

We’re a family owned and operated company based in Greenfield, Massachusetts that’s committed to getting customers what they need when they need it, With over 90 years in the fuel business! 

Position Overview: The Motor Fuels Billing Assistant is the primary link between our fuel deliveries and revenue. This position is responsible for the accurate and timely processing of daily fuel transactions, ensuring that complex tax requirements, fluctuating market prices, and inventory reconciliations are handled with 100% accuracy.

.Key Responsibilities:

• Process and verify daily Bills of Lading (BOLs) and delivery tickets across various terminals.

• Invoicing: Generate invoices for wholesale and direct-op store locations, ensuring timely distribution via EDI, email, or customer portals within 24–48 hours.

• Price Validation: Audit incoming and outgoing invoices to ensure correct pricing, margins, and freight charges (OPIS, Platts, or Rack).

• Tax & Compliance: Verify federal, state, and local motor fuel excise taxes for 100% accuracy.

• Inventory Reconciliation: Perform daily "Terminal-to-Inventory" reconciliations to ensure every load is accounted for and resolve any "unbilled loads".

• Customer Service: Provide professional, courteous support to vendors, customers, and internal colleagues.

General Responsibilities:

• ·         Adhere to Sandri policies and procedures as stated in the Policies and Procedures Manual
• ·         Provide a weekly update to supervisor on the status of workload and any special projects
• ·         Adhere to all legal and safety requirements
• ·         Provide prompt and courteous service to colleagues and external contacts
• ·         Protect the assets of the Sandri companies

 What You’ll Need to Succeed

• Education: High school diploma or equivalent.

• Technical Savvy: Proficiency in Microsoft Office (Word/Excel) and the ability to master specialized industry software.

• Mathematical Accuracy: Strong basic math skills and the ability to perform high-volume data entry with speed and precision.

• Organizational Prowess: The ability to manage multiple priorities and deadlines while maintaining a high level of professional ethics.

• Communication: Strong written and verbal English communication skills.

Physical Requirements & Environment

This role operates in a standard office setting, requiring extended periods of sitting and frequent use of computers and telephones . You should have the mental acuity to process complex information and the tactile ability to type and file efficiently .