Fuel Process Coordinator

bp•US: Ohio - Westlake Retail Support Center, OH

5d•Hybrid

About The Position

The Fuel Process Coordinator manages back-office data processes and system setups that enable timely, accurate data transfer between fuel suppliers through Axxis, Fuel Supply through Fuel Shepherd, and Fuel Accounting through SAP. The role supports fuel administration operations, pricing and contract management, data quality, reporting, system improvements, and coordination across Fuel Supply, Fuel Admin, Accounting, and carrier partners. The coordinator also assists with invoice verification, vendor creation, freight setup, day-deal tracking, troubleshooting, training, documentation, and special projects. The position is a hybrid of office and remote working, and no travel is expected.

Requirements

Mid-level relevant business experience.
PC proficiency, particularly with SAP and Windows-based Excel, Word, and PowerPoint.
Excellent written and verbal communication skills.
Strong people skills to positively impact multifunctional teams.
Strong analytical skills.

Responsibilities

Resolve data transfer errors between Fuel Shepherd and SAP, determine root causes of missing pricing requests, and help resolve them.
Ensure available spot options appear on the Fuel Shepherd source list, audit the list monthly, set up new supply points, and track project metrics.
Lead the Fuel Admin team in streamlining management of new and expiring contract pricing formulas.
Manage the Fuel Shepherd Contract Management Screen, enter new diesel supply contracts, communicate contract changes to Fuel Accounting, review new contracts, request vendors as needed, and maintain the contract data master file template.
Manage wholesale setups in Fuel Shepherd and SAP.
Assist with invoice verification to confirm pricing calculations based on contract formulas, rack pricing, or day-deal pricing, and monitor ServiceNow requests to ensure timely completion.
Identify mismatched pricing and work with Fuel Admin and Accounting to resolve it; assist with pricing research and historical data transfers between Axxis and SAP; and reduce pricing-error reversals.
Assist the Fuel Administration manager with enhancements involving ServiceNow, Fuel Shepherd, Cognos, BW, and SAP.
Handle freight-related tasks, including initial setup, increases, fuel surcharge updates, carrier disputes, and entry of missing rates; train Fuel Admin backups and maintain standard operating procedures and training documents.
Maintain Fuel Shepherd configuration tables, including sites, markets, regions, carriers, suppliers, and vendors.
Develop a process to identify missing prices and freight earlier.
Provide data analysis and reporting for business needs such as wholesale, diesel, and gasoline RFPs; open-load tracking; biodiesel and renewable diesel reporting; margin analysis; and management initiatives.
Identify new market pricing to collect in SAP for historical analysis, help link Axxis and SAP pricing, and maintain the Source Quote Cross Reference.
Perform vendor creation, contract pricing setup, and related tasks as needed.
Back up the Fuel Admin team by checking that Axxis 1-pricing and Axxis 2-ebols servers are working, performing basic troubleshooting, and contacting appropriate support for complex issues.
Assist with special projects and testing, improve Fuel Admin processes, and help train the Fuel Supply team and maintain processing documentation.
Track open projects within the group.
Track day-deal agreements and pricing, evaluate day-deal purchase performance, and enter day-deal pricing into the tracker and SAP promptly.
Review and balance site ZFIRS for all products.
Link unmatched electronic BOLs with the appropriate Fuel Shepherd Load IDs.
Complete prior-day open orders in Fuel Shepherd each morning.
Reduce reversal rates by identifying and tracking root causes, proposing solutions, and collaborating with the broader fuel team and carrier partners to ensure accurate and complete data entry in Fuel Shepherd's cBOLs section.