Clerical & Administrative Support - Billing & Office Operations

Al Warren Oil Company Inc. • Bensenville, IL

3d • Onsite

About The Position

Al Warren Oil Company, a family-owned provider of fuel, lubricants, and DEF solutions since 1948, is seeking a detail-oriented and organized Clerical & Administrative Support Specialist for their Bensenville office. This role is crucial for supporting the Fuel and Lubricant divisions by handling accurate billing, order processing, customer account support, and general office administration. The ideal candidate is highly organized, dependable, and thrives in a structured office environment where accuracy is paramount.

Requirements

• Previous experience in clerical, administrative, billing, or office support roles.
• Strong attention to detail and ability to work with numbers accurately.
• Comfortable using Microsoft Office (Excel, Outlook, Word).
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong communication skills and a professional, customer-focused attitude.
• Dependable, organized, and able to work independently while supporting a team.

Nice To Haves

• Experience with accounting software or ERP systems is a plus.

Responsibilities

• Process and generate customer invoices for fuel, lubricant, and DEF deliveries with a high level of accuracy.
• Verify pricing, gallons, product codes, and delivery documentation before billing.
• Assist with resolving billing discrepancies by coordinating with sales, operations, and accounting.
• Maintain organized billing records and supporting documentation.
• Support Accounts Receivable with invoice copies, customer inquiries, and payment follow-ups as needed.
• Enter supplier invoices and verify costs when required.
• Accurately enter fuel and lubricant orders into internal systems.
• Maintain and update customer account information, tax exemptions, and pricing structures.
• Answer and direct incoming phone calls professionally.
• Assist walk-in drivers, customers, and staff at the service window.
• File, scan, copy, and maintain organized digital and physical records.
• Communicate internally with sales and operations teams regarding order details or corrections.
• Provide general office support to ensure smooth daily operations.

Benefits

• Competitive pay
• Empower 401(K) Retirement Program with a company match from Day 1
• Blue Cross Blue Shield Health Insurance that includes prescriptions, vision, and dental
• 3 levels of PPO coverage for individuals and family
• HSA with Employer Contributions
• Life Insurance Policy - Additional Life and Disability Coverage Available
• Paid vacations, time off, and holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed