Fuel Coordinator

Loop Neighborhood; Union City, Northern (CA, KY); Hybrid; USD 73,000 - 76,000; Full time

Benefits offered by this job

Comprehensive Health Insurance

Paid Time Off & Holidays

401(k) Retirement Plan with Company 
M

Job summary

Vintners Distributors, Inc. in Union City, CA is seeking a Fuel Coordinator to support fuel operations, client accounts, and billing accuracy. This full-time, salaried position emphasizes data-driven improvements and cross-functional teamwork within operations, finance, and logistics.

The ideal candidate has 3-5+ years of experience, proficient Excel skills, and strong communication. Join a growing team delivering high-quality service, with opportunities for professional growth and a competitive

Qualifications

• 3-5+ years in a professional environment (fuel, logistics, energy, or transportation a plus)
• Strong Microsoft Excel skills and ability to learn internal systems
• Excellent written and verbal communication with internal stakeholders and clients
• Detail-oriented with ability to identify trends and troubleshoot issues
• Ability to manage multiple tasks, priorities, and deadlines as part of a team

Responsibilities

• Serve as a primary liaison for fleet and dealer fuel accounts, handling inquiries at speed and accuracy
• Facilitate new client onboarding and documentation for seamless account setup
• Monitor invoicing, record payments, and analyze aging schedules with finance
• Produce weekly/monthly reports supporting decision-making and client needs
• Collaborate with logistics, compliance, and finance to improve processes

Skills

Excel Proficiency

Analytical Mindset

Communication Skills

Time Management

Team Player

Job description

Description

Vintners Distributors, Inc

Fuel Coordinator

Job Location: Union City, CA

FLSA (Fair Labor Standards Act): Exempt

Reporting Structure: Fuel Administrator

Salary Range: $73,000 - $76,000 annually

Join Our Growing Team!

Vintners Distributors is the corporate arm that oversees West Coast Convenience, Eaton Foods, Eatswell, and Prohas Enterprises. Its portfolio includes Loop Neighborhood Market, Poppy Market, other gas brands, Krispy Krunchy Chicken, and other quick-service restaurant brands. Headquartered in Union City, CA, the company operates a growing network of convenience stores, fuel stations, and car washes across California. Founded in 1978, it also develops real estate and owns and operates its locations.

Vintners Distributors continues to expand and seeks customer-focused individuals who want to make an impact. We are committed to delivering high-quality, better-for-you products and an exceptional store experience, guided by our core values: People, Teamwork, Communication, Training, Results Matter, Fun, Customer-Centered, and Safety.

If you thrive in a fast-paced environment and are driven by service, innovation, and teamwork, we invite you to join us in redefining convenience for our customers every day.

Position Overview:

We are seeking a Fuel Coordinator to join our high-performing Wholesale Team. This full-time, salaried position is ideal for a driven, detail-oriented professional who thrives in a fast-paced, data-centric environment. The Fuel Coordinator plays a key role in supporting fuel operations, managing client accounts, ensuring billing accuracy, and driving internal process improvements.

This role offers an opportunity to grow within a dynamic industry while working closely with teams across operations, finance, and logistics. We are looking for someone who is analytical, communicative, and committed to delivering outstanding service both internally and externally.

Key Responsibilities:

Client & Account Operations

• Serve as a primary liaison for fleet and dealer fuel accounts, addressing inquiries with speed and accuracy
• Facilitate new client onboarding, ensuring seamless account setup and documentation
• Maintain high levels of customer satisfaction through proactive communication and support

Fuel Program Oversight

• Monitor invoicing process, record customer payments, and analyze accounts receivable and accounts payable aging schedules for customer collections and vendor payments
• Partner with accounting to verify billing accuracy and resolve exceptions or escalations
• Analyze transaction trends and support operational reporting using Excel and internal systems

Data & Reporting

• Produce weekly and monthly reports to support internal decision-making and client needs
• Track key performance metrics across client accounts and operational workflows
• Maintain accurate and organized digital records for compliance and audit readiness

Cross-functional Support

• Collaborate with logistics, compliance, and finance teams to streamline processes
• Support invoice approvals, vendor payment coordination, and related administrative tasks
• Contribute to ongoing improvements in operational procedures and systems usage

Requirements:

• Experience: 3-5+ years in a professional environment (fuel, logistics, energy, or transportation experience a plus)
• Technical Skills: Proficiency in Microsoft Excel, ability to learn internal systems quickly
• Communication: Excellent written and verbal communication with both internal stakeholders and external clients
• Analytical Mindset: Strong attention to detail with the ability to spot trends and troubleshoot issues proactively
• Time Management: Ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Team Orientation: Works well independently and as part of a collaborative team

Benefits:

• Comprehensive Health Insurance
• Paid Time Off & Holidays
• 401(k) Retirement Plan with Company Match
• Opportunities for Professional Growth in a Stable, Expanding Company

Employee Incentives:

• Employees that are with us for 6 months to 3 years = 0.10 cents off a gallon of fuel
• Employees that are with us for 3 years to 5 years = 0.30 cents off a gallon of fuel
• Employees that have been with us for 5+ years = 0.40 cents off a gallon of fuel
• MAXIMUM 20 GALLONS AND 2 FILL UPS PER WEEK

Disclaimer: The list of requirements, duties, and responsibilities listed above is by no means a complete list. It is merely a general summary of the position described. Management reserves the right to revise or change this position description at any time.

The company reserves the right to run background checks as a condition of employment.