Office Administrator

Description Description This position supports the Operations Manager and team by managing the daily logistics of fuel, and lube deliveries — scheduling loads, coordinating driver routes, and tracking shipments — while also handling the office administrative functions that keep the branch running smoothly. This is a hybrid role that touches sales, operations, and accounting, and requires occasional travel.

Responsibilities

Logistics & Dispatch Schedule fuel/propane/lube truck loads and manage daily delivery routes and schedules for drivers Track fuel/propane/lube shipments to ensure all customer requirements are met Manage system and status updates to ensure visibility of all shipments Monitor and validate accuracy of deliveries Understand and enforce DOT regulations Assist in establishing and evaluating driver performance Recommend disciplinary decisions, hiring, coaching, and other employment status actions to the management team Customer & Office Support Manage key customer-related functions: processing credit applications, inputting new customer accounts, receiving and processing payments Coordinate with the sales team on order pricing and terms Maintain a proactive approach to customer complaints, expedite requests, and other customer issues Provide feedback reports to the Corporate Office and Supervisor regarding customer contacts Input data into company systems accurately and run database reporting Assist the billing team with related customer, order, or paperwork requests and by invoicing customers, uploading documents into the assigned portals and handling disputes as necessary.

Carry out general administrative duties (answering phones, filing, scanning, etc.) as needed Adhere to and encourage compliance with company policies and procedures Perform other tasks as required or assigned by the Branch Manager Requirements QUALIFICATIONS/POSITION REQUIREMENTS: Experience coordinating delivery schedules, dispatch, or logistics operations preferred Knowledge of DOT regulations and compliance requirements Exceptional customer service skills and strong interpersonal presence Excellent written and verbal communication skills Ability to prioritize work and apply independent judgment, especially under time-sensitive delivery demands Advanced proficiency in Microsoft Office (Excel); comfort with dispatch/routing or database systems Knowledge of common business practices relating to purchase, pricing, terms, shipment, taxes, and payment for products and services Self-motivated and results-oriented, with strong organizational skills Oil & gas or fuel distribution industry experience a plus Willing to work outside regular business hours, including weekends, as needed Requirements Requirements QUALIFICATIONS/POSITION REQUIREMENTS: Experience coordinating delivery schedules, dispatch, or logistics operations preferred Knowledge of DOT regulations and compliance requirements Exceptional customer service skills and strong interpersonal presence Excellent written and verbal communication skills Ability to prioritize work and apply independent judgment, especially under time-sensitive delivery demands Advanced proficiency in Microsoft Office (Excel); comfort with dispatch/routing or database systems Knowledge of common business practices relating to purchase, pricing, terms, shipment, taxes, and payment for products and services Self-motivated and results-oriented, with strong organizational skills Oil & gas or fuel distribution industry experience a plus Willing to work outside regular business hours, including weekends, as needed