Clerical & Administrative Support

Al Warren Oil Company, Inc.; Bensenville (IL); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

401(k) with company match

Health insurance (BCBS)

PPO coverage options

Health Savings Account (HSA)

Life and disability insurance

Paid vacation and holidays

Job summary

Al Warren Oil Company is seeking a motivated Clerical & Administrative Support Specialist for its Bensenville office. The role focuses on accurate invoicing for fuel, lubricant, and DEF deliveries, invoice verification, and seamless communication with sales, operations, and accounting to resolve billing issues.

You will also handle order entry, customer records, and general office tasks. The ideal candidate brings clerical or billing experience, strong numerical attention, and proficiency with

Qualifications

• Experience in clerical, administrative, billing, or office support roles.
• Strong attention to detail and ability to work with numbers accurately.
• Proficient with 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.

Responsibilities

• Process and generate customer invoices for fuel, lubricant, and DEF deliveries with high 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.

Skills

Attention to detail

Microsoft Office

Communication skills

Customer service

Task prioritization

Tools

Excel

Outlook

Word

Accounting software

ERP systems

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

Key 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.

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.

Apply today and become part of a company that has been fueling businesses and communities for over 75 years.