Account & Logistics Representative

Account and Logistics Service Representative | Retail Fuel

2nd Shift Monday - Friday 1:30-10pm Position Overview We are seeking a detail-oriented Logistics and Account Service Representative to coordinate freight and order activity, manage scheduling, and support account billing and reporting. The role balances operational logistics responsibilities with account service tasks ensuring on-time deliveries, accurate documentation (bills of lading, invoices), and timely reconciliations while providing responsive customer and vendor support.

Strong mathematical skills and proficiency in reporting and Excel are essential to maintain accurate financial records and performance metrics.

Key Responsibilities

• Coordinate and schedule shipments, pickups, and deliveries with carriers and vendors to meet customer timelines and service level agreements.
• Prepare and review shipment documentation, including bills of lading, purchase orders, and pre-delivery inspection records.
• Manage order flow from entry to delivery, track status updates, and communicate changes to customers and internal teams.
• Perform billing tasks: generate invoices, apply fuel contracts and discounts, calculate percentages and interest when applicable, and ensure billing accuracy.
• Reconcile invoices and payments, investigate discrepancies, and coordinate adjustments with vendors and accounting to resolve outstanding balances.
• Produce regular and ad-hoc reports on logistics activity, order status, billing, and key performance indicators using Excel and reporting tools.
• Maintain and update Excel spreadsheets, tracking orders, inventory movement, contract terms, and financial reconciliations.
• Provide frontline customer support for shipment inquiries, billing questions, and account issues, escalating complex matters to management as needed.
• Liaise with vendors and carriers to negotiate rates, confirm service commitments, and resolve service or invoice disputes.
• Monitor and administer fuel contracts and related charges to ensure correct application and cost control.
• Ensure compliance with internal controls, documentation standards, and regulatory requirements for transportation and billing.
• Continuously review processes and propose efficiency improvements to reduce errors, shorten lead times, and improve customer satisfaction.

Qualifications

• Prior experience in logistics operations with strong scheduling and coordination ability.
• Experience preparing and interpreting shipping documentation such as bills of lading and PDI records.
• Strong reporting skills - producing regular and ad-hoc reports; proficiency with Excel (pivot tables, VLOOKUP/XLOOKUP, formulas).
• Excellent mathematical skills with the ability to calculate discounts, percentages, interest, and apply fuel contract calculations accurately.
• Experience with billing, invoice generation, and reconciling invoices and payments.
• Customer support and vendor management experience.
• Detail-oriented with strong problem-solving skills and the ability to work under time constraints in a fast-paced environment.

Benefits

• Competitive Salary
• Health Dental Vision
• 401K with Match of 5%
• PTO/Sick time of 3 weeks
• Employee Discounts