Office Administrator

Job Description

Job Description

Description:

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