Billing & Office Operations Support

Al Warren Oil Company Inc.; Bensenville (IL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

401(k) with company match

Health insurance (medical, dental, and

Vision

Multiple PPO coverage options

HSA with employer contributions

Life insurance and disability coverage

Paid vacation, holidays, and time off

Job summary

Al Warren Oil Company Inc. in Bensenville, IL seeks a detail-oriented Clerical & Administrative Support Specialist to support billing, order processing, and customer accounts. The role emphasizes accuracy and efficient office administration in a structured environment.

The ideal candidate will have clerical or billing experience, strong numeracy, and proficiency with Microsoft Office. Experience with ERP or accounting software is a plus, and the ability to work independently within a team is

Qualifications

• Experience in clerical, administrative, billing, or office support roles.
• Strong attention to detail and ability to work with numbers accurately.
• Comfortable using Microsoft Office (Excel, Outlook, Word).
• Experience with accounting software or ERP systems is a plus.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong communication skills and a professional, customer-focused attitude.
• Dependable, organized, and able to work independently while supporting a team.

Responsibilities

• Process and generate customer invoices for fuel, lubricant, and DEF deliveries with a high level of accuracy.
• Verify pricing, gallons, product codes, and delivery documentation before billing.
• Assist with resolving billing discrepancies by coordinating with sales, operations, and accounting.
• Maintain organized billing records and supporting documentation.
• Support Accounts Receivable with invoice copies, customer inquiries, and payment follow-ups as needed.
• Enter supplier invoices and verify costs when required.
• Accurately enter fuel and lubricant orders into internal systems.
• Maintain and update customer account information, tax exemptions, and pricing structures.
• Answer and direct incoming phone calls professionally.
• Assist walk-in drivers, customers, and staff at the service window.
• File, scan, copy, and maintain organized digital and physical records.
• Communicate internally with sales and operations teams regarding order details or corrections.
• Provide general office support to ensure smooth daily operations.

Skills

Attention to detail

Numerical accuracy

Professional communication

Independence

Tools

Microsoft Excel

Outlook

Word

Accounting software

ERP systems

Job description

Overview

Al Warren Oil Company has been a trusted provider of fuel, lubricants, and DEF solutions since 1948. As a family‑owned company, we pride ourselves on reliability, integrity, and long‑term partnerships with both our customers and our employees.

We are currently seeking a detail‑oriented and organized Clerical & Administrative Support Specialist to join our Bensenville office. This role plays a critical part in supporting our Fuel and Lubricant divisions through accurate billing, order processing, customer account support, and general office administration.

If you are highly organized, dependable, and thrive in a structured office environment where accuracy matters, we encourage you to apply.

Key Responsibilities

Billing & Account Support

• Process and generate customer invoices for fuel, lubricant, and DEF deliveries with a high level of accuracy.
• Verify pricing, gallons, product codes, and delivery documentation before billing.
• Assist with resolving billing discrepancies by coordinating with sales, operations, and accounting.
• Maintain organized billing records and supporting documentation.
• Support Accounts Receivable with invoice copies, customer inquiries, and payment follow‑ups as needed.
• Enter supplier invoices and verify costs when required.

Order Entry & Administrative Support

• Accurately enter fuel and lubricant orders into internal systems.
• Maintain and update customer account information, tax exemptions, and pricing structures.
• Answer and direct incoming phone calls professionally.
• Assist walk‑in drivers, customers, and staff at the service window.
• File, scan, copy, and maintain organized digital and physical records.
• Communicate internally with sales and operations teams regarding order details or corrections.
• Provide general office support to ensure smooth daily operations.

What We’re Looking For

• Previous experience in clerical, administrative, billing, or office support roles.
• Strong attention to detail and ability to work with numbers accurately.
• Comfortable using Microsoft Office (Excel, Outlook, Word).
• Experience with accounting software or ERP systems is a plus.
• Ability to prioritize tasks and meet deadlines in a fast‑paced environment.
• Strong communication skills and a professional, customer‑focused attitude.
• Dependable, organized, and able to work independently while supporting a team.

Why Join Al Warren Oil?

We understand that strong office operations are just as critical as what happens in the field. Your accuracy and reliability directly impact customer satisfaction and company performance.

In addition to competitive compensation, we offer:

• 401(k) with company match from Day 1
• Blue Cross Blue Shield Health Insurance (medical, dental, vision)
• Multiple PPO coverage options
• HSA with employer contributions
• Life insurance and disability coverage options
• Paid vacation, holidays, and time off

At Al Warren Oil, your work matters. We value employees who take pride in getting the details right and supporting the team behind the scenes.