Fuel Operations Specialist

Fuel Operations Administrator Specialist

The Fuel Operations Administrator Specialist supports the Fuel Operations team by executing core administrative functions related to fuel transactions, including invoice processing, fuel ticket and consumption review, data entry, and discrepancy resolution. This position plays a key role in ensuring accurate fuel data, adherence to documented procedures, and the timely support of operational reporting and accounting close processes. The role works closely with Fuel Operations Analysts and leadership to support efficient, scalable fuel operations in a high volume environment.

Minimum Requirements Combination of

Education and Experience will be considered. Must be authorized to work in the US as defined by the Immigration Act of 1986. Must pass a Criminal Background Check.

Education:

High School Diploma/GED Years of

Experience:

Minimum of one (1) year experience in business administration or a related field.

• Proficient with Microsoft Office:
Outlook, Word, Excel, PowerPoint, etc.
• Strong work ethic and drive to achieve established goals and deadlines, with a desire and commitment to learning, growth, and continuous improvement.
• Proven ability to learn quickly and adapt to a changing environment; agile, flexible, and resilient.
• Highly organized and a self-starter with a strong ability to multitask and prioritize.
• Detail-oriented, professional attitude, reliable, and possesses a high degree of accuracy.
• Ability to work independently and with a team in a fast-paced, high-volume environment with accuracy and timeliness.
• Ability to perform mathematical calculations, such as percentages, fractions, addition, subtraction, multiplication, and division, quickly and accurately.
• Critical and logical thinking skills.
• Excellent written and verbal communication and interpersonal skills, with the ability to communicate internally with various departments and externally with vendors.
• Possesses documentation, research, and problem-solving/resolution skills.

Preferred Requirements
• Experience with in the fuel, petroleum, or airline industries.
• Strong problem-solving skills, basic accounting principles knowledge, and data analysis skills.
• Knowledge and experience in petroleum pricing, fuel supply, distribution, refining, or trading.
• Thorough knowledge and experience with business administration, fuel inventory, accounts payable/general systems, financial chart of accounts, and corporate processes.

Job Duties
• Process fuel invoices (payables and prepaids) accurately and in a timely manner, ensuring required documentation is complete and properly retained.
• Review fuel tickets, bills of lading, fuel logs, and consumption data to validate gallons uplifted and identify discrepancies.
• Enter and maintain fuel transactions, consumption, and inventory data in fuel and accounting systems with a high degree of accuracy.
• Research and resolve flight, fuel, and gallon discrepancies by coordinating with vendors, airports, and internal teams.
• Support month end close activities by completing assigned reconciliations, data validation, and documentation requirements.
• Manage fuel related reports, emails, and documentation by distributing, organizing, and saving files in designated systems.
• Respond to vendor and internal inquiries professionally and within established service level expectations.
• Maintain accurate fuel vendor and airport contact information.
• Escalate unresolved discrepancies, data issues, or system errors to the Fuel Operations Analyst.
• Adhere to documented procedures, internal controls, and standard work to support audit readiness and data integrity.
• Other duties as assigned.

Physical Requirements The Physical Demands and Work Environment described here are a representative of those that must be met by a Team Member to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role. Office - While performing the duties of this job, the Team Member is regularly required to stand, sit, talk, hear, see, reach, stoop,…