Clerical & Administrative Support - Billing & Office Operations
About The Position
Al Warren Oil Company has been a trusted provider of fuel, lubricants, and DEF solutions since 1948. As a family-owned company, we pride ourselves on reliability, integrity, and long-term partnerships with both our customers and our employees. We are currently seeking a detail-oriented and organized Clerical & Administrative Support Specialist to join our Bensenville office. This role plays a critical part in supporting our Fuel and Lubricant divisions through accurate billing, order processing, customer account support, and general office administration. If you are highly organized, dependable, and thrive in a structured office environment where accuracy matters, we encourage you to apply.
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
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
11-50 employees
