XTN-4AD4103 | AR & FUEL SUPERVISOR

The AR & Fuel Supervisor oversees all aspects of the company’s fuel data processing, billing, and reconciliation functions. This position ensures the accurate recording, pricing, and reporting of all fuel transactions across company divisions. The AR & Fuel Supervisor leads a team of Fuel Specialists and works closely with Operations, Dispatch, and Accounting to maintain data integrity, optimize workflows, and ensure timely and accurate customer invoicing. Reporting to the VP of Finance, the AR & Fuel Supervisor plays a key role in improving financial accuracy, streamlining cross-departmental communication, and supporting the company’s overall financial performance through proper management of fuel accounting processes.

• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

Team Leadership and Operations Management

• Supervise and manage the daily operations of the Fuel Processing team, including data verification, reconciliation, and billing.
• Lead, train, and mentor Fuel Specialists, promoting accuracy, accountability, and professional development.
• Act as liaison between the Finance and Operations departments to maintain smooth data flow and communication. 

Data Verification and Reconciliation

• Ensure all fuel delivery tickets, Bills of Lading (BOLs), and pricing data are accurately entered and reconciled with dispatch and customer records.
• Monitor daily and monthly fuel inventory reconciliations, ensuring alignment between physical, book, and financial records.
• Coordinate with Operations, Dispatch, and Sales to resolve discrepancies in delivery data, pricing, or documentation. 

Pricing and Billing Oversight

• Review and validate fuel pricing, taxes, freight, and margins before invoices are generated.
• Oversee customer billing and ensure timely, accurate invoicing aligned with contractual pricing and delivery terms. 
• Generate and review key reports related to fuel sales, margins, and reconciliation variances for management analysis.

Financial Reporting and Compliance 

• Support the month-end closing process, including journal entries, reconciliations, and variance analysis.
• Ensure compliance with all applicable tax, accounting, and regulatory standards.
• Assist in audits by providing documentation, reports, and supporting schedules as needed

Process Improvement and Systems Optimization

• Develop and maintain standard operating procedures (SOPs) for fuel processing and reconciliation workflows.
• Collaborate with IT and Finance teams to optimize ERP and fuel management systems for improved accuracy and automation.
• Drive continuous improvement initiatives to streamline processes and improve data quality. 

• Bachelor’s degree in Accounting, Finance, or Business Administration required
• Minimum 5–7 years of progressive accounting or fuel industry experience, with at least 2 years in a supervisory or management role
• Strong understanding of fuel accounting, billing, and reconciliation processes
• Experience working with ERP systems and/or fuel management software (e.g., PDI, DTN, or similar)
• Proficiency in Microsoft Excel and other Microsoft Office applications
• Knowledge of GAAP, tax compliance, and reporting standards related to fuel transactions 

Skill Set

• Strong leadership and team management skills with the ability to mentor and develop staff
• Excellent analytical and problem-solving abilities with a high degree of accuracy and attention to detail
• Proficient in interpreting fuel pricing, taxation, freight, and delivery documentation
• Effective communication and interpersonal skills across departments and with external partners
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment
• Financial acumen and ability to interpret and explain complex data
• Proficiency in ERP/accounting systems and comfort with data reconciliation and reporting tools 
• Commitment to process improvement and operational excellence
• High level of integrity, professionalism, and confidentiality 

As previously mentioned