Fuel Invoicing Specialist

Accounts Receivable Clerk

AEG Petroleum LLC, based in Amarillo, TX, is a growing family owned and operated petroleum distributor. We are looking for a highly motivated Inventory Fuel Invoicing Specialist to join our Amarillo team and contribute to our continued success. Our commitment to customer service, reliability, and safety has set us apart serving the agriculture, oil field, industrial, fleet and government accounts throughout the tri state area and beyond.

Job Summary:

The Fuel Invoicing Specialist is responsible for the accurate and timely processing of customer fuel invoices and related billing activities. This position works closely with dispatch, customer service, accounting, and operations to ensure all fuel transactions are billed accurately, customer reports are maintained, and billing discrepancies are resolved promptly. The ideal candidate is detail-oriented, organized, and thrives in a fast-paced environment while providing exceptional internal and external customer service.

Key Responsibilities:

·         Prepare and process daily customer fuel invoices, ensuring all required supporting documentation is complete and accurate.

·         Enter and maintain daily fuel rack pricing within company systems.

·         Maintain accurate records of daily fuel deliveries and verify transaction details prior to invoicing.

·         Generate and distribute customer fuel usage reports on a daily, weekly, and monthly basis, as required.

·         Work within multiple fuel management and accounting software systems to ensure accurate integration and billing.

·         Review invoices for accuracy, including pricing, taxes, freight charges, and applicable customer contract terms.

·         Investigate and resolve billing discrepancies by coordinating with dispatch, drivers, customer service, sales, and accounting personnel.

·         Prepare invoice adjustments, credit memos, and billing corrections when necessary.

·         Compile and distribute weekly margin reports for management.

·         Respond to customer billing inquiries in a professional and timely manner.

·         Support the Customer Service department as needed.

·         Assist with month-end billing activities and reporting.

·         Participate in special projects and process improvement initiatives.

·         Maintain accurate electronic and paper billing records.

·         Protect confidential customer and financial information.

·         Perform other duties as assigned.

Qualifications:

·         High school diploma or GED.

·         Two (2) to four (4) years of experience in billing, accounting, accounts receivable, or a related administrative role.

·         Strong attention to detail with excellent organizational skills.

·         Intermediate proficiency with Microsoft Office, particularly Excel.

·         Experience using accounting or ERP software.

·         Strong mathematical aptitude and ability to calculate figures accurately.

·         Excellent written and verbal communication skills.

·         Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.

·         Dependable attendance and punctuality.

Benefits:

·          401(k) and matching

·         Health, Dental, Vision and Life Insurance

·         Paid time off