Fuel Administrator

Transx Ltd • Winnipeg, MB

9d • Onsite

About The Position

The Fuel Administrator ensures that all fuel-related tasks are completed within established timelines and quality standards. With significant financial impact tied to fuel pricing and vendor billing, accuracy and consistency are essential. This role focuses on maintaining high-quality transactional data, monitoring vendor activity, and supporting internal teams with reliable information.

Requirements

• Strong administrative and organizational skills.
• Excellent conflict resolution and negotiation abilities.
• Understanding of transportation industry dynamics and customer needs.
• Ability to design or improve processes and adhere to established standards.
• Strong interpersonal, customer service, problem-solving, and communication skills (verbal and written).
• Ability to multitask and remain calm under pressure, especially during peak periods or ambiguous situations.
• Ability to work independently and collaboratively within a complex environment.
• Proficiency with MS Office and general computer applications.
• High school diploma or equivalent.
• Experience working in a team environment under tight deadlines.
• Demonstrated attention to detail, multitasking capability, and strong communication skills.

Nice To Haves

• Prior administrative experience in a fast-paced environment is an asset.

Responsibilities

• Record daily wholesale fuel prices from a minimum of five independent sources to track vendor competitiveness.
• Incorporate daily wholesale prices to calculate and upload driver fuel subsidies across all divisions, ensuring accuracy to prevent costly errors.
• Monitor vendor invoices to verify pricing, accuracy, and timely payment, preventing service interruptions that could impact drivers and terminals.
• Review incoming fuel transactions and run reports to identify inconsistencies, ensuring correct driver card assignments and resolving discrepancies.
• Investigate and resolve fuel-related disputes with drivers.
• Participate in vendor meetings to discuss issues, improvements, and pricing negotiations.
• Collaborate closely with Settlements, Accounts Payable, Operations, and Maintenance to ensure data is shared accurately and on schedule.
• Review all TChek and MasterCard transactions to confirm validity and identify unauthorized activity.
• Download and update daily wholesale fuel rack prices nationwide.
• Process weekly fuel invoices totaling approximately one million dollars within strict deadlines.
• Review processed invoices for compliance with established standards and provide feedback to the Fuel team.
• Import fuel transactions into TMW while maintaining accuracy and timeline compliance.
• Ensure driver card requests are completed promptly.
• Communicate workload and coverage updates to the Fuel Manager.
• Train MCC staff on fuel-related tasks and support recruiting, onboarding, and skill development within the Fuel Department.
• Assist in developing and maintaining a skills matrix and development plans for team members.

Benefits

• Comprehensive group health benefits
• RRSP company match programs
• Referral bonus program (for selected position)
• Training and tuition reimbursement
• Employee and family assistance program
• Corporate discounts at partnered organizations (gyms, travel, clothing, equipment, etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED