Billing & Office Operations Support

al-warren-oil-jobs; Bensenville (IL); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

401(k) with company match from Day 1

Blue Cross Blue Shield HealthInsurance

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, a family-owned fuel and lubricant provider in the Midwest, seeks a detail-focused Clerical & Administrative Support Specialist for our Bensenville office. You will process invoices, manage orders, and support accounting and sales teams to ensure accurate billing and smooth daily operations.

The role emphasizes accuracy with numbers, strong organizational skills, and professional communication with drivers and customers.

Qualifications

• Strong attention to detail and ability to work with numbers accurately.
• Excellent communication skills and professional demeanor.
• Comfortable using Microsoft Office (Excel, Outlook, Word).
• Experience with accounting software or ERP systems is a plus.

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 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

Communication skills

Independent working with team support

Tools

Microsoft Office

Job description

Since 1948, Al Warren Oil Company has been a trusted leader in fuel, lubricants, DEF, and petroleum-related services throughout Illinois, Indiana, Wisconsin, and beyond. As a family-owned and operated company, we’ve built our reputation on exceptional customer service, dependable delivery, and lasting relationships with both our customers and employees.

While our drivers and operations teams keep our customers moving, our office professionals are the backbone of everything we do. Their attention to detail, organization, and commitment to excellence ensure every order is processed accurately and every customer receives outstanding service.

We’re looking for a motivated, detail-oriented Clerical & Administrative Support Specialist to join our Bensenville team. If you enjoy working with numbers, solving problems, staying organized, and supporting a fast-paced business, we’d love to meet you

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.