Clerical & Dispatch Support Position

Al Warren Oil Company • Chicago, IL

8h

About The Position

Al Warren Oil is hiring for a Clerical & Dispatch Support position. The role combines clerical work with support for daily fuel, lubricant, and DEF deliveries. It involves assisting drivers, customers, and staff; entering and verifying information; supporting delivery scheduling and coordination; monitoring delivery statuses; maintaining records; and working with operations, accounting, and sales to support daily workflows.

Requirements

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Proficiency in Microsoft Office, including Excel, Outlook, and Word.
• High level of computer literacy and ability to work in multiple systems at once.
• Strong communication and organizational skills.
• Ability to create and maintain organized filing systems.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strict attention to detail and accuracy.

Nice To Haves

• Knowledge of Chicago-area geography or transportation operations.

Responsibilities

• Manage incoming calls, direct inquiries to appropriate departments, and resolve issues when possible.
• Enter driver and customer information into multiple company systems and platforms.
• Assist drivers, customers, and staff at the service window.
• Generate and proofread order entries, identifying and correcting discrepancies.
• Perform clerical duties such as photocopying, filing, typing, faxing, and scanning.
• Communicate and distribute supplier and cost information to appropriate departments.
• Provide backup assistance to coworkers as needed.
• Support drivers and customers promptly and professionally by phone, email, and in person.
• Assist with scheduling daily fuel, lubricant, and DEF deliveries.
• Communicate load details, delivery instructions, and updates to drivers.
• Monitor delivery statuses through GPS and dispatch systems to help ensure on-time service.
• Maintain accurate dispatch documentation, delivery confirmations, and order records.
• Support driver coordination during peak periods, route adjustments, customer changes, and unexpected issues.
• Work with operations, accounting, and sales teams to support smooth daily workflows.
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies.
• Provide customer service for inquiries related to orders and deliveries.

Benefits

• Competitive pay.
• Empower 401(k) retirement program with company match from Day 1.
• Blue Cross Blue Shield health insurance, including prescription, vision, and dental coverage.
• Three levels of PPO coverage for individuals and families.
• HSA with employer contributions.
• Life insurance policy, with additional life and disability coverage available.
• Paid vacations, time off, and holidays.

What This Job Offers

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