Fuel Operations Manager (Ref#099)

Adilstone Group•Hawthorne, NJ

7d•Onsite

About The Position

The Fuel Operations Manager owns the fuel-delivery operation for an established fuel distributor in Hawthorne, New Jersey. The operation includes residential heating oil, on-road and off-road diesel, commercial accounts, automatic delivery and will-call customers, DEF, and onsite fueling programs. The role oversees drivers, deliveries, customers, collections, fleet issues, and commercial growth. It is an ownership role rather than a dispatch or administrative position, requiring independent judgment, proactive problem-solving, and accountability for measurable results. The manager reports weekly to the Director of Operations. The position is based on-site, with time divided among the office, yard, and commercial customer visits. Fuel delivery is seasonal: longer days and quick decisions are expected during cold snaps, weather events, and peak heating season; the pace is steadier during the rest of the year, when more time is devoted to commercial growth.

Requirements

At least 5 years of management experience in heating oil, petroleum distribution, propane, commercial diesel, transportation, fleet management, dispatch, logistics, or home services.
A track record of supervising drivers or field employees, including experienced employees.
Working knowledge of DOT and CDL requirements and commercial vehicle operations.
Ability to analyze operational data such as runouts, delivery efficiency, receivables aging, and pipeline numbers.
Understanding of automatic delivery, will-call, budget-plan, and call-first account programs.
Strong organization and attention to detail in customer records and reporting.
Ability to work independently, identify what needs attention, and act without waiting for instructions.
Ability to follow assignments through to completion.
Ability to handle difficult conversations with customers and employees respectfully.
Ability to raise problems promptly and propose solutions.

Nice To Haves

Experience in commercial sales, collections, or customer retention is highly desirable.

Responsibilities

Run daily delivery execution with dispatch and drivers, including assignments, route coverage, runouts, emergencies, call-first accounts, vehicle availability, and weather events.
Ensure every delivery is completed safely, efficiently, and accurately.
Own delivery and fuel-department problems from investigation through resolution, communication, and confirmation that the fix worked.
Anticipate and resolve problems before they affect customers.
Manage fuel drivers, including scheduling, PTO coverage, attendance, safety, vehicle inspections, and policy compliance.
Set expectations for delivery procedures, customer service, and accurate documentation; coach and correct employees as needed.
Interview and evaluate prospective drivers and department staff, and conduct annual performance reviews.
Track delivery and fleet performance metrics, including gallons per delivery, deliveries per driver, route efficiency, truck utilization, overtime, emergency deliveries, and failed deliveries.
Improve delivery density and reduce unnecessary mileage and labor by identifying and addressing recurring problems.
Oversee fleet readiness, including preventive maintenance, driver inspection reports, repairs, downtime, and inspection requirements; ensure reported issues are documented and resolved.
Own customer retention by identifying at-risk customers and contacting them to resolve issues before accounts are lost; track contact outcomes and reasons for customer losses.
Process property transfers promptly to encourage new homeowners to remain customers.
Monitor automatic-delivery and will-call accounts, determine the causes of runouts, and convert suitable will-call customers to automatic delivery.
Follow up with call-first customers who repeatedly decline deliveries and explain the risk of a runout.
Maintain accurate customer records, including tank size and location, delivery instructions, contacts, delivery and payment status, and special property conditions.
Monitor budget-plan customers for missed payments and delinquencies, contact them early, and work with the admin team to move customers to automatic payment.
Manage commercial fuel account collections using an organized record of balances, aging, contacts, commitments, and payments; prioritize overdue accounts and escalate serious credit risks.
Build commercial fuel business across on-road and off-road diesel, fleet and equipment fueling, DEF, onsite storage tanks, and temporary project fueling.
Develop relationships with contractors, landscapers, trucking companies, municipalities, and construction firms.
Maintain a commercial sales pipeline tracking prospects, quotes, follow-ups, new accounts, and estimated versus actual gallons.
Grow existing accounts by identifying needs for additional products, tanks, or locations.
Send the Director of Operations a written weekly report covering retention, collections, commercial activity, budget accounts, runouts, driver and fleet issues, open problems, and upcoming priorities.
Meet measurable targets for retention, runouts, delivery efficiency, new accounts, commercial gallons, receivables over 60 days, and fleet downtime.