Fuel Accounts Specialist: AR, AP & Financial Analytics

Loop Neighborhood; Union City (CA); On-site; USD 73,000 - 76,000; Full time

Benefits offered by this job

Health Insurance

Paid Time Off & Holidays

401(k) Retirement Plan with Company M

Opportunities for Professional Growth

Job summary

Vintners Distributors, headquartered in Union City, CA, seeks an Accounts Payable & Receivable specialist to support wholesale fuel operations. You will manage invoicing, collections, vendor payments, and financial reconciliation across multiple entities in a fast-paced environment.

Ideal candidates have 3–5+ years in AP/AR, strong Excel skills, and excellent communication. This full-time role offers growth opportunities and a path to reliable, organized financial records.

Qualifications

• 3–5+ years in accounts payable, accounts receivable, billing, or financial operations; fuel, logistics, energy, or transportation industry experience preferred.
• Proficiency in Microsoft Excel; ability to learn internal systems quickly.
• Strong written and verbal communication; collaboration with internal teams and external partners.
• High attention to detail with ability to identify trends, troubleshoot issues, and resolve discrepancies.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

• Generate and issue fuel invoices for fleet, dealer, and wholesale customers with precision and timeliness.
• Monitor AR aging schedules, identify delinquent accounts, and coordinate collection efforts.
• Record customer payments, reconcile discrepancies, and ensure proper posting across entities.
• Investigate billing variances, pricing errors, and tax discrepancies related to fuel deliveries or transactions.
• Maintain accurate customer account profiles, credit limits, and documentation.
• Process vendor fuel invoices, verify pricing, taxes, freight, and delivery documentation.
• Reconcile vendor statements and resolve discrepancies related to fuel loads, bill of lading data, or system mismatches.
• Support timely vendor payments and ensure compliance with AP policies.
• Assist with month-end AP close activities, including accruals and reconciliation of fuel-related expenses.
• Serve as a primary liaison for fleet and dealer fuel accounts, providing accurate and timely support.
• Partner with accounting to validate fuel pricing, tax structures, and system-generated billing.
• Analyze transaction trends, fuel volumes, and margin impacts using Excel and internal systems.
• Support internal audits, compliance reviews, and documentation requests.
• Produce weekly and monthly financial and operational reports for leadership and client needs.
• Track KPIs related to AR collections, AP processing timelines, billing accuracy, and fuel movement.
• Maintain organized digital records to ensure audit readiness and regulatory compliance.
• Work closely with logistics to verify delivery data, bill of lading accuracy, and load reconciliation.
• Coordinate with compliance teams on tax reporting, environmental fees, and regulatory documentation.
• Support invoice approvals, vendor communication, and administrative tasks that impact financial workflows.
• Contribute to continuous improvement initiatives across fuel operations and financial processes.

Skills

Accounts payable

Accounts receivable

Billing

Excel

Communication

Attention to detail

Time management

Team orientation

Tools

Microsoft Excel

Job description

Vintners Distributors, headquartered in Union City, CA, seeks an Accounts Payable & Receivable specialist to support wholesale fuel operations. You will manage invoicing, collections, vendor payments, and financial reconciliation across multiple entities in a fast-paced environment.

Ideal candidates have 3–5+ years in AP/AR, strong Excel skills, and excellent communication. This full-time role offers growth opportunities and a path to reliable, organized financial records.