Clerical & Dispatch Support Position

Al Warren Oil; Chicago (IL); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance through BlueCross BlueShield

Dental & Vision coverage provided by Guardian

Employer-provided Life and AD&D insurance ($25,000 coverage)

Up to 20 days of paid Vacation and PTO in your first year

401(k) plan with company match — fully vested on Day 1

Family-oriented workplace

Job summary

A leading fuel supplier in Chicago is looking for a detail-oriented Clerical & Dispatch Support Specialist. This hybrid role encompasses management of incoming calls, order processing, and dispatch support to ensure efficient fuel deliveries. Ideal candidates will have a background in customer service or administrative roles, proficiency with Microsoft Office, and strong organizational skills. The position offers benefits like medical insurance and a 401(k) plan with company match, all within a family-oriented workplace.

Qualifications

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Strong communication and organizational skills are necessary.
• Strict attention to detail and ability to multitask in a fast-paced environment.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Knowledge of Chicago-area geography or transportation operations is a plus.

Responsibilities

• Manage a high volume of incoming calls each day and direct inquiries.
• Assist in scheduling daily fuel and lubricant deliveries.
• Support driver coordination during peak times or emergencies.
• Perform clerical duties such as photocopying, filing, typing, faxing, and scanning.
• Provide backup assistance to coworkers as needed.
• 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; help ensure on-time service.
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records.
• Support driver coordination during peak times, route adjustments, customer changes, or emergencies.
• Work closely with operations, accounting, and sales to ensure smooth daily workflow.
• 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 experience

Scheduling

Dispatching

Organizational skills

Communication skills

Multitasking

Computer literacy

Tools

Microsoft Office (Excel, Outlook, Word)

Job description

Since 1948, Al Warren Oil Company has delivered reliability, integrity, and performance as a leading supplier of fuel, lubricants, and DEF solutions across the Midwest. Family-owned and operated, we pride ourselves on exceptional service, safety, and long-standing customer partnerships.

We are seeking a detail-oriented Clerical & Dispatch Support Specialist to join our Chicago Terminal team. This hybrid role blends traditional clerical responsibilities with supporting our dispatch team to ensure efficient scheduling, accurate order processing, and seamless coordination of daily fuel and lubricant deliveries. If you thrive in a fast-paced environment, are highly organized, and enjoy supporting both administrative and operational functions, this is the position for you.

Clerical Responsibilities

General Essential Duties & Responsibilities

• Manage a high volume of incoming calls each day, 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 to the window and assist drivers, customers, and staff
• Generate and proofread order entries for accuracy; correct any discrepancies
• Perform clerical duties such as 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 and attentive support to drivers and customers, responding to requests 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; help ensure on-time service
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records
• Support driver coordination during peak times, route adjustments, customer changes, or emergencies
• Work closely with operations, accounting, and sales to ensure smooth daily workflow
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies
• Provide excellent customer service when handling inquiries related to orders and deliveries

Requirements

• 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

Benefits

• Medical insurance through BlueCross BlueShield
• Dental & Vision coverage provided by Guardian
• Employer-provided Life and AD&D insurance ($25,000 coverage)
• Up to 20 days of paid Vacation and PTO in your first year
• 401(k) plan with company match — fully vested on Day 1
• A supportive, family-oriented workplace where your hard work is appreciated