Fuel Schedule Coordinator

Menzies Aviation Careers•San Francisco, CA

17h•Onsite

About The Position

Menzies Aviation has been a critical partner in the global aviation industry since 1833, delivering time-critical logistics services at over 300 locations in 65 countries. The company emphasizes its people as the heart of its business. The Fuel Scheduling Coordinator role is responsible for coordinating, maintaining, and overseeing the Fuel Systems Operation, ensuring fuel inventory is tracked in accordance with pertinent regulations and policy, including ATA103 and Company Procedures and standards. This position involves compiling and sorting documents such as invoices and checks to substantiate business transactions. The coordinator is also responsible for obtaining and processing data related to accounts payable, accounts receivable, and timekeeping records. A key aspect of the role is ensuring that the product meets or exceeds established quality standards and that all work is completed in a timely manner, contributing to an efficient operation and projecting a professional image for Menzies Aviation and SFO FUEL COMPANY at the San Francisco International Airport.

Requirements

Must be 18 years of age or older
Possess and maintain a valid US driver's license with a clean driving record
Pass pre-employment drug screen and all pre-employment testing
Able to comply with local airport, FAA and/or U.S. Customs safety, security, and identification requirements and pass a thorough security background check
Excellent communication skills and the ability to proficiently read, write and speak English, read and interpret management level documents
Must be available and flexible to work variable shifts including weekends and holidays
Graduation from high school or evidence of equivalent educational proficiency
Minimum two to three years’ progressive experience in a busy retail/administrative role

Responsibilities

Monitors the purchasing of fuel as well as dispensing of fuel, determines and documents causes of excessive fuel losses and improper fuel dispensing
Inputs inventories, receipts and transfers daily; performs analysis of (loss/gain) in the system daily; reconciles daily book inventories by individual supplier
Maintains accurate records of fuel inventories, checks and confirm deliveries, may process supplier's credit cards and other approved credit cards for payment
Maintains all bases fueling billing through Accounts Payable
Validates monthly closing reports to ensure that monthly summaries add up to daily totals
Ensures that a formal written documentation process is maintained from suppliers/airlines concerning fuel projections, exchanges, uplift scheduling, load rack usage, pipeline schedules, etc.
Oversees and provides guidance in ensuring that individual supplier/airline fuel usage demands are satisfied in conjunction with total airport requirements and restrictions
Schedules bonded (if applicable) fuel to ensure that inventory levels are sufficient to meet the sales demand as may be required
Coordinates and monitors required operations to ensure that product schedules are followed, and problems resolved in accordance with policy
Oversees and provides assistance to support personnel involved in day-to-day inventory and ticket reconciliation
Enters fuel tickets into the application(s) daily to maintain established deadlines
Obtains, analyzes and develops monthly fuel usage projections in conjunction with data supplied by suppliers/airlines
Utilizes fuel projections to determine appropriate physical inventory levels to maintain satisfied projections and airport demands
General oversight of scheduling activity
Coordinates scheduling of fuel into individual supplier accounts to ensure inventory levels are sufficient to meet sales activity
Monitors individual inventory levels precisely to ensure adequate storage capacity
These scheduling activities include working closely with SFO’s airlines, suppliers, and pipeline company to track monthly fuel inventory projections and pipeline schedules well before the start-up of the month
Coordinates/schedules fuel inventory/tank availability with operations for required tank cleaning
Prepares daily, weekly, monthly, and annual financial reports for the SFO FUEL Facility and issues such other statistical reports as necessary to meet the requirements of SFO FUEL Facility
Prepares and develops monthly invoices to SFO FUEL’s member airlines and non-member participants
Ensures that all logs, control totals, sign offs, and processing are completed in approved and timely manner
Issues written reports (minimum monthly), identifying agent, supplier, airline problems, and directing correspondence to appropriate third-party supervisory personnel
Issues daily and monthly reports to airlines, agents, and suppliers detailing inventory activity for the month
Verifies and posts details of business transactions, such as funds received and disbursed, and totals accounts
Computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items
Types vouchers, invoices, checks, account statements, reports, and other records
Reconciles bank statements or petty cash when applicable
Interfaces with external venders and customers regarding invoices issued and received
Interfaces with internal department managers/supervisors to verify daily operations
Organizes, arranges and enters document data in accordance with established procedures
Performs general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution and composing correspondence
Oversees the maintenance of an efficient filing system for all invoices, reports, billings and supporting documentation
Responds to emergency events appropriately
Must adhere to local, State, and Federal safety policies, and company rules and regulations
Other duties as assigned
Take reasonable care of the health, safety and wellbeing of yourself and others in accordance with provided information, training, and workplace health and safety rules or procedures