Fuel Coordinator

JC Davis Power; Elgin (TX); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Life insurance

401k matching

Flexible PTO

Wellness program

Job summary

JC Davis Power is seeking a Fuel Coordinator for our hybrid Austin-based fleet operations. You will forecast consumption, plan deliveries, and ensure no unit runs out of fuel, coordinating with vendors and field techs.

You will own a book of accounts, manage schedules, and lead after-hours response for emergencies, weather events, and deployments. This role requires strong Excel skills, attention to detail, and clear communication.

Qualifications

• 2+ years in dispatch, logistics coordination, fuel distribution, or field service scheduling.
• Ability to manage a high volume of moving parts across multiple sites and vendors.
• Comfort learning daily in a proprietary software platform; strong Excel skills.
• Clear, direct written and verbal communication with vendors and field techs.

Responsibilities

• Build and maintain the rolling fuel delivery schedule across all active job sites, sequenced by tank level, burn rate, and site criticality.
• Monitor real-time fuel levels in our platform; identify units trending toward low fuel before risk.
• Calculate and validate consumption forecasts based on generator size, load, and tank capacity.
• Partner with Operations, Sales, and Project Management to anticipate fuel demand on new mobilizations and seasonal peaks.
• Set per-site fill thresholds and delivery cadence; adjust as conditions change.
• Coordinate with stakeholders for vendor coverage and ensure timely deliveries and reconciliations.
• Lead after-hours response during emergencies, outages, and surge events; document handoffs clearly.

Skills

Dispatch/logistics

Fuel distribution

Excel

Vendor coordination

Telematics familiarity

Education

High school diploma

Job description

Department: Operations Reports To: Field Operations Manager (interim); Fuel Manager upon buildout of the Fuel & Logistics organization Location: Austin, TX (Hybrid) On-Call: One week in three, rotating with the other Fuel Coordinators

About JC Davis Power

At JC Davis Ventures, LLC dba JC Davis Power, we keep work moving with smart, reliable solutions that allow our people and our partners to stay safe, focused, and ahead.

Powering a jobsite shouldn't be a hassle. But too often, crews are left waiting, equipment breaks down, vendors go dark, and deadlines slip. We started JC Davis Power to fix all of that. We're a full-service jobsite operations partner delivering and maintaining temporary power, climate control, and tower lighting all with one reliable crew. No handoffs. No confusion.

We show up, set up, and keep your site running, so you can stay focused on the work that matters.

Simple — Reliable — Done Right.

The Role

The Fuel Coordinator owns fuel availability across the JC Davis Power fleet. This role plans, schedules, and verifies every fuel delivery to company-owned generators in the field, and is accountable for a simple standard: no unit ever goes down for lack of fuel.

This is not an order-taking role. The Fuel Coordinator forecasts consumption from telemetry and load data, builds delivery schedules ahead of demand, holds fuel vendors to their commitments, and reconciles what was ordered against what was delivered and what was invoiced. When weather, outages, or emergency deployments hit, this role is the person who keeps fuel moving.

This is one of three Fuel Coordinator seats. Each coordinator owns an assigned book of accounts and an assigned set of fuel vendors end to end the schedule, the vendor relationship, the reconciliation, and the outcome. Coordinators cover for one another on PTO, after-hours, and during surge events, which means the work has to be documented well enough that a teammate can pick up an unfamiliar account cold and run it correctly.

Key Responsibilities

Fuel Planning & Scheduling

• Build and maintain the rolling fuel delivery schedule across all active job sites, sequenced by tank level, burn rate, and site criticality.
• Monitor real-time fuel levels in JC Davis Power's proprietary fuel management platform; identify units trending toward low fuel before they become a service risk.
• Calculate and validate consumption forecasts based on generator size, load profile, tank capacity, and runtime including auxiliary and belly tank configurations.
• Partner with Operations, Sales, and Project Management to anticipate fuel demand on new mobilizations, load increases, and high-demand seasonal periods.
• Set and maintain per-site fill thresholds and delivery cadence; adjust as site conditions change.

Vendor Management

• Serve as the owner and primary point of contact for an assigned set of contracted fuel suppliers across Texas, Louisiana, New Mexico, and other active markets.
• Build working relationships deep enough that your vendors answer the phone at 2 a.m. during a freeze event.
• Coordinate with the other Fuel Coordinators when an account requires coverage from a vendor outside your assigned set.
• Communicate complete delivery instructions: site address and gate coordinates, access requirements, gate codes, escort or badging requirements, safety orientation, unit locations, and delivery windows.
• Hold vendors accountable to delivery commitments; escalated missed, late, short, or incorrect deliveries and document performance issues.
• Support onboarding of new fuel vendors in new or expanding markets, including coverage mapping and service-level expectations.

Verification, Records & Reconciliation

• Confirm delivery completion and gallons delivered against tank readings and telemetry; investigate and resolve variances.
• Reconcile delivery tickets against vendor invoices; flag pricing discrepancies, duplicate billing, unauthorized fees, and unexplained volume gaps to Operations and Accounting.
• Maintain complete, accurate, and current records in the fuel management platform for all deliveries, site locations, unit assignments, tank specifications, and fueling history.
• Produce recurring reporting on consumption, cost per gallon, delivery performance, and exceptions.

Field Coordination

• Work daily with Shop Managers, Field Generator Technicians, and Field Supervisors to verify levels, resolve site access issues, and coordinate around service events and swaps.
• Coordinate fuel logistics tied to unit swaps, demobilizations, and returns to the yard.
• Flag fuel quality concerns, suspected theft or shrinkage, spill events, and containment issues to Operations and HSE immediately.

Emergency & After-Hours Response

• Lead fuel coordination during hurricanes, freeze events, grid outages, and emergency deployments, including extended hours and weekend coverage.
• Maintain and execute an escalation path for after-hours fueling needs, including backup vendor options.
• Carry on-call one week in three, rotating with the other Fuel Coordinators.
• Execute clean shift and on-call handoffs, open issues, at-risk sites, and vendor commitments documented in the fuel management platform so the incoming coordinator starts informed, not guessing.

Qualifications

Required

• 2+ years in dispatch, logistics coordination, fuel distribution, or field service scheduling.
• Demonstrated ability to manage a high volume of moving parts across multiple sites and vendors without losing track of details.
• Comfort learning and working daily in a proprietary software platform; strong Microsoft Excel skills. Prior experience with dispatch, TMS, ERP, or fuel management software is a plus, but you will be trained on ours.
• Clear, direct written and verbal communication comfortable holding a vendor to a commitment and comfortable talking to field techs on a jobsite.
• Ability to work under pressure, reprioritize on short notice, and meet tight deadlines.
• Reliable internet access and a quiet, dedicated workspace for hybrid work.
• Valid driver's license and ability to travel occasionally to shops and vendor meetings.
• High school diploma or equivalent.

Preferred

• Experience in petroleum distribution, fuel jobbing, oilfield services, construction, or equipment rental.
• Working familiarity with diesel generators — tank capacities, burn rates at load, and basic unit specifications.
• Familiarity with telematics/telemetry platforms and fuel management software.
• Awareness of fuel handling, spill response, and SPCC/secondary containment requirements.
• Bilingual (English/Spanish).

Attributes We Hire For

• Safety first, with a risk management mentality.
• Ownership. When a unit is low, this person doesn't wait to be asked.
• Organized, disciplined, and responsible, the schedule is right because they made it right.
• Highest integrity and transparency at all times, particularly around vendor spend and reconciliation.
• Positive, can-do attitude under pressure.

What We Offer

We take care of our team so you can take care of the work. Our benefits are designed to keep you safe, supported, and set up for success.

• Health & Wellness – 100% Company-paid medical coverage premiums for you and your family, plus dental and vision options available
• Company Paid Life Insurance – For every employee
• 401k – plus 4% matching
• Time Off – Flexible PTO
• Supportive Culture – Safety-first mindset, people-first values, and a team that looks out for one another