Commercial Fuel Coordinator

mcphersonoil; Trussville (AL); On-site; USD 38,000 - 60,000; Full time

Job summary

The McPherson Companies, Inc. is seeking a Commercial Fuel Coordinator to enter invoices and customer orders, ensuring compliance with policies and timely billing processing. You will generate invoices, provide quotes, and manage account setup and data entry with precision.

Responsibilities include resolving billing inquiries, balancing daily transactions, coordinating with dispatch on ETAs, and maintaining billing records. Strong communication and ERP experience are essential.

Qualifications

• High school diploma required; associate degree or equivalent experience.
• Minimum 3 years of billing and customer service in high-transaction environment.
• Experience with establishing new customer setup and paperwork.
• Strong problem-solving and customer service skills with quality standards.
• Accurate data entry and attention to detail.

Responsibilities

• Generate accurate customer invoices promptly.
• Provide daily quotes to fuel customers.
• Handle order entry via phone, email, and fax.
• Investigate and resolve billing discrepancies.
• Coordinate with dispatch on ETAs and freight pricing.
• Perform month-end close and balancing.
• Respond to internal and external billing inquiries.
• Maintain invoice documents and records.

Skills

Billing

Customer Service

Data Entry

MS Office

ERP Systems

Education

High School Diploma

Associate Degree

Tools

ERP System

Job description

General Summary:

The Commercial Fuel Coordinator enters invoice information and enter customer orders according to Company policies and procedures and performs any combination of calculating, verifying, and posting of billing transactions.

Primary Responsibilities and Duties:

• Generate accurate customer invoices in a timely manner verifying all transaction elements


• Provide daily quotes to fuel customers


• Compile and maintain documents of all Company invoices/billings


• Research and resolve customer billing problems or inquiries


• Provide corrective action for any billing discrepancies


• Answer incoming customer calls and inquiries


• Collects required information from new account customers and completes account setup process including data input, and verifying documentation


• Manages the price adjustment for freight


• Entry of customer orders via multiple contact methods including phone, email and fax


• Communicate ETA's with dispatch and customers


• Set up fuel pricing tables daily


• Process Bill of Ladens (BOL) and/or Purchase Orders (PO)


• Process credit and rebill transactions, invoices and purchase orders


• Perform month end close out and reconciliation activities


• Ensure all billing deadlines are met


• Provide internal and external communication regarding any billing discrepancies found from daily balancing


• Additional duties or projects as assigned by management

Position Requirements:

• High school graduate required. Associates degree or equivalent working experience.


• Minimum of 3 years related billing and customer service experience in high transaction environment.


• Experience with establishing new customer setup and required paperwork and processes.


• Proven customer service skills and the ability to resolve problems and prevent customer dissatisfaction while ensuring quality standards are met.


• Proven data entry skills, attention to detail, and accuracy.

Position Competencies:

• Ability to work in a fast-paced environment, performing multiple duties/tasks within defined deadlines.


• Ability to work independently as well as with a team.


• Demonstrate a professional and positive attitude during all internal and external customer interactions.


• Effectively represents the company and responsive to the needs of internal and external customers.


• Proven ability to prioritize and complete position responsibilities within the timeframe allotted.


• Self-driven and motivated individual with excellent planning and organizational skills.


• Proven precision and attention to detail with a high level of accuracy.


• Advanced computer skills and knowledge of Microsoft Office software. Previous sophisticated ERP system experience a plus.


• Excellent interpersonal, written and verbal communication, and listening skills.


• Proven experience identifying problems of varying complexities and finding effective solutions with few guidelines.


• Sense of urgency and commitment with strong follow up skills.

Working Conditions:

The work of this position is performed in a controlled office environment. This position requires the ability to work under pressure and communicate with a diverse population including other employees, customers, vendors, etc. This position also requires prolonged periods of sitting in a regular seated position as well as the use of general office equipment including phones, printers, computers, (mouse, keyboard, etc.)

The above-noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

The McPherson Companies, Inc. is an Equal Opportunity Employer - M/F/Vets/Disabled.