Specialist, Fuel Transactions and Inventory

Pilot Company•Knoxville, TN

7h•Onsite

About The Position

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Their energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing. Founded in 1958, the company is led by CEO Adam Wright, maintaining its founding values, people-first culture, and commitment to giving back. The Specialist, Fuel Transactions and Inventory is responsible for reviewing, analyzing, and researching unmatched or missing fuel transactions to prevent revenue loss, inventory discrepancies, and delayed billing. This role ensures all fuel is accounted for to facilitate timely revenue collection. Additionally, the specialist monitors retail locations' inventory over/short, ensuring sales, deliveries, and stick readings are properly posted. This ongoing inventory review supports the monthly accrual process for recoverable variances and impacts daily margin reporting.

Requirements

Local presence in Knoxville, TN or the surrounding communities.
Legal right to work in United States without additional sponsorship.
High school diploma or equivalent certificate required.
Microsoft Products, Excel, Outlook, Word, Teams.
Knowledge of fuel and trucking industry and its common terminology.
Knowledge of the billing process and familiarity with Bill of Ladings and Invoices.
Aptitude for understanding systems and how they work.
Analytical research skills.
Intermediate Microsoft Office skills, particularly Excel.
Problem solving and critical thinking skills.
Ability to prioritize work, follow through, and problem solve.
Highly organized with an exceptional attention to detail.
Ability to handle multiple tasks, meet deadlines, and work independently or as a group.
Excellent written and verbal communication skills.
Ability to influence others and provide excellent customer service.
Strong time management skills.
Ability to quickly learn new technology and use technology in all areas related to the role.
Ability to work in a fast-paced, dynamic team environment.

Nice To Haves

Associate’s degree in business Analytics, Accounting, Supply Chain or Business Administration preferred.
Preferred experience in either Data mining/Data analytics or Accounting or two years relevant industry experience.
Tableau experience preferred.

Responsibilities

Responsible for reviewing, analyzing, and researching unmatched or missing fuel transactions and providing timely resolution to prevent revenue loss, inventory discrepancies and delayed billing.
Ensure that all fuel (paid for or lifted from the company owned inventory) is accounted for so revenue is collected from recipients in a timely manner.
Monitoring all retail locations (including dealers) and their inventory over/short; ensuring all sales, deliveries and stick readings are posted timely and properly by several integrated systems and processes.
The ongoing inventory review and supporting documentation will support the monthly accrual process for recoverable variances and has a direct impact on the daily margin reporting process.
Research daily eBOL data, fuel orders, and unreconciled vendor invoices to identify missing loads and enter those into the system.
Ensure all fuel purchases are accounted for.
Resolve issues and work to get unmatched/missing orders into the system and billed.
Work with terminal operators, carriers, Supply and Distribution and Fuel Accounting and leverage truck geo tracking (Samsara) and internal dispatch software to account for and resolve unmatched loads of fuel.
Maintain No Loads Trackers and support various fuel accounting teams in ensuring their research items are handled timely (keeping all loads below 90 days aging)
Work with Transaction Assurance daily, notifying them of missing loads due to validation issues or missed validation.
Daily updates to the Delivery Confirmation team of missing paperwork by drivers/carriers.
Update Order Entry team of loads needing to be created and monitor the order entry tracker.
Perform monthly 90-day reviews of all retail/dealer sites and document the reason for variances +/- 300 gallons (fluctuates depending on store volume).
Understand and identify over/shortage trends and determine if a potential driver/carrier/terminal theft issue exists; provide appropriate research findings to support moving forward in collecting funds for missing fuel inventory.
Maintain inventory to an acceptable level by correcting loads & other issues as needed.
Assist in monthly accrual determinations by valuating recoverable amounts based on inventory research.
Monitor and address orders on credit/rebill tracker for retail loads.
Monitor store opening/closings and ensuring beginning and ending inventory activity is properly accounted.