Wholesale Fuel Billing & Dispatch Support Specialist

Job Description

Job Description

Description:

Overview: The Wholesale Fuel Billing & Dispatch Support Specialist plays a critical role in managing the billing process for wholesale fuel transactions and supporting dispatch operations. This position ensures accurate invoicing, reconciles delivery costs, monitors fuel sales, and maintains compliance with contractual pricing and tax regulations. This role also provides customer support, coordinates deliveries with suppliers and freight companies, and assists in resolving issues related to the fuel delivery process.

• Process and generate invoices for wholesale fuel deliveries using Bills of Lading (BOLs), contracts, and pricing agreements.
• Verify fuel transactions and reconcile discrepancies between delivery records, terminal data, and customer orders.
• Ensure compliance with federal, state, and local fuel tax regulations.
• Maintain accurate billing records and documentation for audits and reporting.
• Communicate with customers, vendors, and carriers to resolve billing and dispatch issues promptly.
• Coordinate and monitor fuel deliveries with suppliers, terminals, and freight companies.
• Assist in maintaining and updating fuel contract files and modifications.
• Update customer access for the company website for new and existing accounts.
• Work with fuel distributors to manage misloads, rebill requests, and billing inquiries.
• Collaborate with sales, logistics, and accounting teams to ensure accurate pricing and delivery data.
• Assist with month-end closing activities and financial reporting.
• Identify and implement process improvements to enhance billing and dispatch efficiency.
• Participate in an on-call rotation schedule, including evenings and weekends.

Qualifications:

• Experience in fuel billing, dispatch coordination, or a related accounting/logistics role.
• Strong analytical skills and attention to detail.
• Familiarity with fuel industry operations, tax compliance, and billing systems.
• Proficiency in Microsoft Excel and accounting/distribution software.
• Excellent communication and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility to work on-call during evenings and weekends as needed.