AR & FUEL CLERK

The AR & Fuel Clerk is responsible for processing, reviewing, and maintaining accurate financial and transactional data related to the company’s fuel and lubricant sales. This position ensures timely invoicing, verification of fuel deliveries, reconciliation of fuel transactions, and proper communication with internal departments and customers. Reporting to the Fuel Processing Manager, the AR & Fuel Clerk works closely with Operations, Dispatch, and Sales to ensure that fuel orders, pricing, and billing align accurately with company systems and customer contracts. The AR & Fuel Clerk level (I, II, or III) is determined based on experience, knowledge, and demonstrated proficiency in the role.

• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

Data Processing and Verification

•  Verify, process, and reconcile daily fuel delivery tickets, invoices, and sales transactions. 
• Review driver delivery logs, Bills of Lading (BOLs), and dispatch reports for accuracy before billing. 
• Enter and reconcile fuel data into the accounting or ERP system. 

Pricing and Billing 

• Ensure accurate fuel pricing and tax application according to customer contracts and current market rates. 
• Generate and send customer invoices promptly and accurately. 
• Maintain customer account information and assist in resolving billing questions or disputes. Reconciliation and Inventory 
• Assist with daily, weekly, and monthly fuel inventory reconciliations.
• Coordinate with Operations and Dispatch teams to resolve delivery or documentation discrepancies. 
• Track and report fuel sales trends, discrepancies, and variances as requested by management. Reporting and Compliance 
• Support the month-end closing process through reporting and account reconciliation. 
• Maintain detailed records for audit support and compliance with company policies.
• Collaborate with AR and Accounting teams to ensure proper revenue recognition and payment application.  

Process Improvement 

• Assist in process improvements to streamline fuel billing and reconciliation workflows.
• Perform additional accounting or administrative duties as assigned by management. 

AR & Fuel Clerk I (Entry Level)

•  Up to 2 years of experience in accounting, billing, or fuel operations.
• Performs routine data entry, invoice generation, and delivery reconciliation under supervision. • Focuses on learning fuel transaction processes, pricing systems, and company procedures. 
• Works closely with senior team members for guidance and verification of work. 
• Handles low-complexity accounts and standard transactions.

AR & Fuel Clerk II (Intermediate Level) 

• 2 - 4 years of experience in fuel billing, accounting, or related operations. 
• Handles more complex fuel accounts and reconciliations with minimal supervision. 
• Reviews large-volume fuel data, resolves discrepancies, and communicates directly with internal departments. 
• Assists in training new team members and improving documentation processes. 
• Demonstrates strong understanding of pricing, taxes, and margin reporting for assigned accounts.  

AR & Fuel Clerk III (Senior Level)

• 4+ years of experience in fuel accounting, billing, or reconciliation, preferably within the petroleum industry. 
• Independently manages complex accounts, high-volume data, and detailed reconciliations. 
• Serves as a subject matter expert in fuel pricing, taxes, and delivery documentation. 
• Provides analytical reports on fuel margins, discrepancies, and efficiency improvements. 
• Supports audits, assists management in system updates, and helps develop departmental SOPs. 
• May act as a lead resource or mentor for junior Fuel Specialists. 

Additional relevant knowledge or experience related to the above requirements will be considered an advantage.