Clerical & Administrative Support Specialist

Join a Company That Has Powered the Midwest for Over 75 Years

Since 1948, Al Warren Oil Company has been a trusted leader in fuel, lubricants, DEF, and petroleum-related services throughout Illinois, Indiana, Wisconsin, and beyond. As a family-owned and operated company, we’ve built our reputation on exceptional customer service, dependable delivery, and lasting relationships with both our customers and employees.

While our drivers and operations teams keep our customers moving, our office professionals are the backbone of everything we do. Their attention to detail, organization, and commitment to excellence ensure every order is processed accurately and every customer receives outstanding service.

We’re looking for a motivated, detail-oriented Clerical & Administrative Support Specialist to join our Bensenville team. If you enjoy working with numbers, solving problems, staying organized, and supporting a fast-paced business, we’d love to meet you.

About the Position

The Clerical & Administrative Support Specialist provides administrative, billing, and office support for our Fuel and Lubricant divisions. This position is responsible for ensuring customer invoices are accurate, orders are entered correctly, customer accounts remain up to date, and office operations run smoothly.

This role works closely with our Sales, Operations, Dispatch, Customer Service, and Accounting departments, making it an excellent opportunity for someone who enjoys collaboration while taking ownership of their work.

Accuracy, organization, and exceptional customer service are the keys to success in this role.

What You’ll Do

Billing & Invoice Processing

• Generate accurate customer invoices for fuel, lubricant, and DEF deliveries.
• Review Bills of Lading (BOLs), delivery tickets, pricing, taxes, product codes, gallons, and supporting documentation before invoicing.
• Verify customer pricing agreements, tax exemptions, freight charges, and fuel surcharges.
• Research and resolve billing discrepancies by working with Sales, Operations, Dispatch, and Accounting.
• Maintain organized electronic and paper billing records.
• Provide invoice copies and billing support to customers.
• Assist Accounts Receivable with customer payment inquiries and account research.
• Enter supplier invoices and verify vendor costs when necessary.

Order Entry & Customer Support

• Accurately enter customer fuel and lubricant orders into company systems.
• Maintain customer account information, pricing schedules, tax exemptions, and delivery instructions.
• Update customer records to ensure accurate billing and order processing.
• Coordinate with internal departments regarding order corrections, shipment updates, and customer requests.
• Assist customers by phone with questions regarding invoices, deliveries, and account information.

Office Administration

• Professionally answer and direct incoming phone calls.
• Welcome and assist drivers, vendors, customers, and visitors.
• Perform data entry with a high level of accuracy.
• Scan, file, copy, and maintain organized electronic and paper records.
• Assist with month-end administrative processes.
• Support office projects and other administrative duties as assigned.
• Help maintain an organized, professional, and efficient office environment.

Requirements

Required Qualifications

• High School Diploma or GED.
• Minimum of 2 years of experience in clerical support, billing, office administration, accounting support, customer service, or a related role.
• Strong attention to detail with excellent accuracy when working with numbers and documentation.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including:
• • Excel
  • Outlook
  • Word
• Strong typing and data entry skills.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Ability to work independently and as part of a team.
• Professional attitude with excellent customer service skills.

Preferred Qualifications

• Experience using ERP, accounting, billing, or dispatch software.
• Previous experience in fuel distribution, logistics, transportation, petroleum, wholesale distribution, or industrial services.
• Knowledge of invoicing, Accounts Receivable, customer pricing, or tax exemptions.
• Experience working with high-volume administrative or billing environments.

The Ideal Candidate

You’ll be successful in this role if you are:

• Highly organized and dependable.
• Detail-oriented with a passion for accuracy.
• Comfortable working with numbers and data.
• Able to multitask without sacrificing quality.
• A proactive problem solver.
• Professional, positive, and customer-focused.
• Comfortable working in a fast-paced office environment.
• Someone who enjoys helping teammates succeed.

Benefits

Why You’ll Love Working Here

At Al Warren Oil Company, we believe our people are our greatest asset. We are committed to providing a workplace where employees are respected, supported, and given opportunities to grow professionally.

When you join Al Warren Oil, you become part of a company with more than 75 years of stability, a strong reputation in the industry, and a team that truly values collaboration and integrity.

Benefits

We offer a comprehensive benefits package designed to support you and your family:

• Competitive Pay
• Empower 401(k) Retirement Plan with Company Match beginning on Day One
• Blue Cross Blue Shield Medical Insurance
• Dental Insurance
• Vision Insurance
• Three PPO Medical Plan Options
• Health Savings Account (HSA) with Employer Contributions
• Company-Paid Life Insurance
• Voluntary Life & Disability Insurance
• Paid Vacation
• Paid Sick Time
• Paid Holidays
• Employee Assistance Program (EAP)
• Opportunities for Career Growth and Advancement
• Stable Family-Owned Company with Long-Term Career Opportunities