Wholesale Business Coordinator

Loop Neighborhood • Union City, CA

9d

About The Position

The Wholesale Business Coordinator supports the Director of Wholesale and the Wholesale Billing Lead by tracking, preparing, following up on, and documenting work across pricing, customer onboarding, billing support, carriers, and oil-company administration. The role helps ensure dealers are paid and billed correctly and receive timely service. Pricing approvals, credit decisions, and dispatch remain with their current owners; the coordinator prepares work, tracks progress, and closes the loop.

The coordinator also supports wholesale reporting and team operations, maintains CRM information, and coordinates fuel deliveries with retail operations for company-operated sites, including site access and new site openings. The position is based in a growing wholesale business and offers opportunities to learn wholesale operations and grow within the organization.

Requirements

• Strong Excel skills, including lookups, pivot tables, and maintaining clean tracking sheets.
• Strong attention to detail with numbers, invoice references, and pricing.
• Clear, professional written communication with customers, suppliers, and carriers.
• Ability to manage many open items at once and follow up without reminders.

Nice To Haves

• Two or more years of experience in a coordinator, billing, accounts receivable, or sales operations role.
• Experience in fuel wholesale, petroleum distribution, or another commodity or logistics business.
• Familiarity with BOLs, rack pricing, EFT and ACH processes, and dealer billing.
• Experience with fuel back-office software such as PDI and with CRM.

Responsibilities

• Send morning rack and price notices to sales representatives.
• Maintain the price-match log by recording requests, checking them against pricing guidelines, obtaining approval, and sending a weekly recap.
• Prepare quote packages for new and prospective customers for the Director's approval.
• Collect and route credit applications, EFT forms, seller permits, and other customer setup documents.
• Run an onboarding checklist covering credit, system setup, pricing, carrier, tank chart, and first delivery date.
• Notify treasury in advance about planned bank-detail changes for new accounts.
• Prepare corrected invoices and rebills for the Billing Lead to review and send.
• Serve as the first contact for dealer requests for invoice copies and EFT notices, responding within one business day.
• Collect delivery documents, including BOLs and driver paperwork, for billing disputes before a credit decision is made.
• Track returned ACH payments until the re-draft clears.
• Process supplier EFT and company-name changes, and track oil-company receivables until they are paid.
• Follow up on supplier invoices missing from the billing system.
• Set up new carriers by collecting rate sheets, W-9s, insurance, and company profiles.
• Send a monthly scorecard of carrier loads by terminal.
• Log carrier incidents and claims and follow them through to closure.
• Track branding and incentive funds from approval through receipt.
• Pull delivery records for oil-company compliance requests.
• Help prepare offer comparisons for sales representatives.
• Pull data for finance requests and period-end margin reports.
• Prepare pipeline updates and weekly meeting agendas.
• Keep the CRM up to date.
• Coordinate fuel deliveries with retail operations for company-operated sites, including site access and new site openings.

Benefits

• Medical, dental, and vision benefits.
• 401(k) benefits.
• Paid vacation, sick time, and company holidays.
• Employee and fuel discounts.
• Opportunities to learn wholesale operations and grow within the organization.
• Fuel discount based on tenure: $0.10 per gallon for employees with 6 months to 3 years of service, $0.30 per gallon for 3 to 5 years, and $0.40 per gallon for 5 or more years; maximum 20 gallons and 2 fill-ups per week.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed