Administrative Specialist

Join Petro Star Inc., Alaska’s only locally owned operating refining and marketing company, a trusted supplier of fuels and petroleum products throughout the state. With refinery operations in North Pole and Valdez, Petro Star plays a vital role in supporting Alaska’s military installations, aviation industry, commercial businesses, and remote communities.

As a subsidiary of Arctic Slope Regional Corporation (ASRC), Petro Star is committed to operational excellence, safety, integrity, and service. Our employees are the foundation of our success, bringing expertise, innovation, and dedication to every aspect of our business.

At Petro Star, we foster a collaborative work environment where employees are empowered to grow professionally, contribute meaningfully, and make a lasting impact on Alaska’s energy future. We are proud to offer rewarding career opportunities for individuals who share our commitment to excellence, teamwork, and continuous improvement.

Under the general direction of the Heating Oil Administration Manager and aligned with the mission of Petro Star Inc. (PSI), the Administrative Specialist is responsible for delivering superior service to both internal and external customers. This role involves engaging with customers via phone, radio, and in person, assisting with collections and maintaining strong customer service and sales relationships. The Specialist will also ensure consistent adherence to credit limits and manage delinquency control.

This role supports both the Heating Oil Operations and Accounting Credit departments and must be adaptable to meet the business's needs.

• Prepare the office for opening (doors, safes, cameras, tills, and phones).
• Maintain organization, accuracy, and attention to detail; ability to multitask effectively.
• Handle a high volume of incoming calls and customer inquiries (up to 100 per day during peak season).
• Address customer questions and concerns with appropriate responses.
• Provide information on products and services.
• Process orders (delivery requests, furnace repairs, new cash accounts), calculate charges and manage payments.
• Update customer accounts and record necessary details.
• Track and record details of customer inquiries and relay information to the relevant manager.
• Accurately post payments received by mail and reconcile cash batches.
• File documentation related to furnace repairs, call-in deliveries, and daily business operations.
• Prepare the office for closing (doors, safes, cameras, tills, and phones).

• Verify truck loads against driver and equipment reports; post in DM2.
• Verify deliveries and rebrands; post in DM2.
• Calculate fuel overages or shortages for the day.

• Import data from SD Cards to DM2-readable files.
• Match delivery tickets to import files; enter sales orders.
• Generate and reconcile truck sales batches in DM2 with Midcom Meter printouts.

• Confirm delivery tickets match truck sales batches.
• Audit call-ins for accuracy (account number, sales order, etc.).
• Print truck batches after a secondary review.

• Create and update cash and charge accounts (approved by the Credit Department).
• Update delivery and degree day spans, assign price codes, and correct mailing addresses.

• Enter daily totals for balancing.
• Balance daily cash batches.
• Prepare weekly and monthly reports on customer accounts and truck reconciliations.
• Handle credit and rebills and manage outstanding delivery records.

• Dispatch fuel orders to drivers and make necessary delivery-related calls.
• Monitor, dispatch, and manage burner service requests.
• Print and review delivery tickets and reports.
• Use the…