Fuel Administrator

TransX Ltd; Winnipeg; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive compensation

Partnered training programs

Learning supports

Job summary

TransX Ltd. is seeking a detail‑oriented Fuel Administrator to support our Fuel Department and ensure the accuracy of high‑volume fuel transactions impacting Settlements, Operations, and overall company performance.

This role emphasizes data integrity, timely processing, and collaboration with multiple teams. The position requires meticulous record keeping, vendor invoice monitoring, and reliable submission of fuel pricing data to support driver subsidies and pricing negotiations.

Qualifications

• Strong administrative, organizational and data accuracy skills.
• Excellent conflict resolution and negotiation abilities.
• Understanding of transportation industry dynamics and customer needs.
• Ability to design or improve processes and adhere to standards.
• Multitask and stay calm under pressure in peak periods.

Responsibilities

• Record daily wholesale fuel prices from multiple sources.
• Incorporate daily wholesale prices to calculate and upload driver fuel subsidies.
• Monitor vendor invoices for pricing accuracy and timely payment.
• Review fuel transactions and run reports to identify discrepancies.
• Investigate and resolve fuel-related disputes with drivers.
• Participate in vendor meetings to discuss issues and pricing.
• Collaborate with Settlements, AP, Operations, and Maintenance for data accuracy.
• Review TChek and MasterCard transactions for validity.

Skills

Administrative skills

Organizational skills

Conflict resolution

Negotiation abilities

Transportation industry knowledge

MS Office

Education

High school diploma

Tools

MS Office

Job description

Shift: Monday to Friday ; 8:00 AM to 4:30 PM

TRANSX LTD.

For more than 50 years, TransX Ltd., a CN Rail-owned company, has been one of Canada’s largest providers of integrated transportation and logistics services. With 11 locations across North America, approximately 900 employees, and a fleet of over 4,000 trucks, trailers, and containers, TransX is committed to operational excellence and strong customer partnerships.

TransX is seeking a detail‑oriented and highly organized Fuel Administrator to support the daily operations of our Fuel Department. This role is critical to ensuring the accuracy, timeliness, and integrity of high‑volume fuel transactions that directly impact Settlements, Operations, and overall company performance.

About the Role

The Fuel Administrator ensures that all fuel‑related tasks are completed within established timelines and quality standards. With significant financial impact tied to fuel pricing and vendor billing, accuracy and consistency are essential. This role focuses on maintaining high‑quality transactional data, monitoring vendor activity, and supporting internal teams with reliable information.

Key Responsibilities

• Record daily wholesale fuel prices from a minimum of five independent sources to track vendor competitiveness.
• Incorporate daily wholesale prices to calculate and upload driver fuel subsidies across all divisions, ensuring accuracy to prevent costly errors.
• Monitor vendor invoices to verify pricing, accuracy, and timely payment, preventing service interruptions that could impact drivers and terminals.
• Review incoming fuel transactions and run reports to identify inconsistencies, ensuring correct driver card assignments and resolving discrepancies.
• Investigate and resolve fuel‑related disputes with drivers.
• Participate in vendor meetings to discuss issues, improvements, and pricing negotiations.
• Collaborate closely with Settlements, Accounts Payable, Operations, and Maintenance to ensure data is shared accurately and on schedule.
• Review all TChek and MasterCard transactions to confirm validity and identify unauthorized activity.

Daily Tasks

• Download and update daily wholesale fuel rack prices nationwide.
• Process weekly fuel invoices totaling approximately one million dollars within strict deadlines.
• Review processed invoices for compliance with established standards and provide feedback to the Fuel team.
• Import fuel transactions into TMW while maintaining accuracy and timeline compliance.
• Ensure driver card requests are completed promptly.
• Communicate workload and coverage updates to the Fuel Manager.

People Development Responsibilities

• Train MCC staff on fuel‑related tasks and support recruiting, onboarding, and skill development within the Fuel Department.
• Assist in developing and maintaining a skills matrix and development plans for team members.

Skills and Knowledge

• Strong administrative and organizational skills.
• Excellent conflict resolution and negotiation abilities.
• Understanding of transportation industry dynamics and customer needs.
• Ability to design or improve processes and adhere to established standards.
• Strong interpersonal, customer service, problem‑solving, and communication skills (verbal and written).
• Ability to multitask and remain calm under pressure, especially during peak periods or ambiguous situations.
• Ability to work independently and collaboratively within a complex environment.
• Proficiency with MS Office and general computer applications.

Education & Experience

• High school diploma or equivalent.
• Experience working in a team environment under tight deadlines.
• Demonstrated attention to detail, multitasking capability, and strong communication skills.
• Prior administrative experience in a fast‑paced environment is an asset.

BENEFITS & PERKS

WHY JOIN TRANSX?

• Large, Canadian owned company
• Operating for over 50 years
• Leading transportation and logistics services
• 11 Terminals across North America
• Competitive compensation
• Partnered training programs and learning supports

TransX Ltd. is committed to building a culture of diversity, equity, and inclusion, and also welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders.

All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply. If you require accommodation for the recruitment process, please let us know at the point of application.