Clerical & Dispatch Support Position

Al Warren Oil Company, Inc.; Chicago (IL); On-site; USD 22,000 - 33,000; Full time

Benefits offered by this job

Empower 401(K) Retirement Program with

Blue Cross Blue Shield HealthInsurance

PPO coverage levels

HSA with Employer Contributions

Life Insurance Policy

Paid vacations

Job summary

Al Warren Oil Company, Inc. is seeking a Clerical/Dispatch Support professional in the Chicago area. You will manage high volumes of calls, enter driver and customer data, and assist with service window operations, ensuring accurate order entries and smooth daily workflows.

The role emphasizes strong communication, organizational skills, and the ability to multi-task in a fast-paced environment. Training, safety policies, and teamwork are highlighted as core values of the company.

Qualifications

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
• High level of computer literacy; ability to work within multiple systems at once.
• Strong communication and organizational skills.
• Ability to create and maintain organized filing systems.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strict attention to detail and accuracy.
• Knowledge of Chicago-area geography or transportation operations is a plus.

Responsibilities

• Manage a high volume of incoming calls, directing inquiries to the appropriate departments and resolving issues when possible.
• Accurately enter driver and customer information into multiple company systems and platforms.
• Remain attentive at the service window to assist drivers, customers, and staff.
• Generate and proofread order entries for accuracy; identify and correct discrepancies.
• Perform general clerical duties including photocopying, filing, typing, faxing, and scanning.
• Communicate and distribute supplier and cost information to the appropriate departments.
• Provide backup assistance to coworkers as needed.
• Provide prompt, professional dispatch support to drivers and customers via phone, email, and in-person communication.
• Assist in scheduling daily fuel, lubricant, and DEF deliveries.
• Communicate load details, delivery instructions, and updates to drivers as needed.
• Monitor delivery statuses through GPS and dispatch systems to help ensure on-time service.
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records.
• Work closely with operations, accounting, and sales teams to ensure smooth daily workflows.
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies.
• Provide excellent customer service when handling inquiries related to orders and deliveries.

Skills

Customer service

Scheduling

Dispatching

Administrative roles

Strong communication

Organizational skills

Multitasking

Attention to detail

Chicago-area geography

Tools

Microsoft Office

Excel

Outlook

Word

Job description

Build a career that keeps the Midwest moving.

At Al Warren Oil, the work we do helps other businesses do theirs. We deliver the fuel, lubricants, and services that keep fleets on the road, equipment running, and customers ready for the day ahead.

Our story began in 1948 with one truck and a commitment to dependable service. Today, Al Warren Oil is a third-generation, family-owned and operated company carrying that commitment forward. Our history reflects decades of showing up, earning trust, and building relationships that last.

For someone considering a career here, that means joining a business where your work has a visible purpose. Whether you’re driving, maintaining equipment, coordinating deliveries, or supporting daily operations, you help fulfill a promise customers depend on. With opportunities on and off the road, hands-on training, and an emphasis on safety, Al Warren Oil offers ways to put your skills to work and build new ones.

We’re looking for people who take pride in their work, follow through on their commitments, and understand that dependable service takes a team.

Bring your skills. Bring your drive. Help write the next chapter of Al Warren Oil.

Clerical Responsibilities

• Manage a high volume of incoming calls, directing inquiries to the appropriate departments and resolving issues when possible
• Accurately enter driver and customer information into multiple company systems and platforms
• Remain attentive at the service window to assist drivers, customers, and staff
• Generate and proofread order entries for accuracy; identify and correct discrepancies
• Perform general clerical duties including photocopying, filing, typing, faxing, and scanning
• Communicate and distribute supplier and cost information to the appropriate departments
• Provide backup assistance to coworkers as needed

Dispatch Support Responsibilities

• Provide prompt, professional support to drivers and customers via phone, email, and in-person communication
• Assist in scheduling daily fuel, lubricant, and DEF deliveries
• Communicate load details, delivery instructions, and updates to drivers as needed
• Monitor delivery statuses through GPS and dispatch systems to help ensure on-time service
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records
• Work closely with operations, accounting, and sales teams to ensure smooth daily workflows
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies
• Provide excellent customer service when handling inquiries related to orders and deliveries

Requirements

Qualifications & Skills

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
• High level of computer literacy; ability to work within multiple systems at once.
• Strong communication and organizational skills.
• Ability to create and maintain organized filing systems.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strict attention to detail and accuracy.
• Knowledge of Chicago-area geography or transportation operations is a plus.

At Al Warren Oil, we believe in taking care of our employees. In addition to competitive pay, we offer a comprehensive benefits package, which includes:

• Empower 401(K) Retirement Program with a company match from Day 1.
• Blue Cross Blue Shield Health Insurance that includes prescriptions, vision, and dental.
• 3 levels of PPO coverage for individuals and family.
• HSA with Employer Contributions.
• Life Insurance Policy - Additional Life and Disability Coverage Available.
• Paid vacations, time off, and holidays.

We offer these benefits because we understand that our team's well-being is vital to our success.