Fuel Operations Manager

Position Summary

The Fuel Operations Manager is responsible for coordinating daily fuel delivery operations, supervising drivers, managing customer credit and collections, and supporting the overall efficiency, safety, and profitability of the company's fuel operations.

This position plays a key role in ensuring timely deliveries, accurate pricing and inventory management, regulatory compliance, and excellent customer service across all company locations.

The ideal candidate is organized, detail-oriented, proactive, and comfortable balancing day-to-day operational responsibilities with team leadership, problem-solving, and customer relationships.

Key Responsibilities

Fuel Dispatching & Delivery Operations

• Coordinate, prioritize, schedule, and route daily fuel deliveries to ensure efficient and timely service.
• Develop and manage driver schedules, workloads, and time management to maximize productivity.
• Supervise fuel delivery drivers, providing daily direction, hands-on support, coaching, and performance feedback.
• Monitor delivery activity and resolve scheduling, routing, or customer service issues as they arise.
• Upload and process previous-day delivery runs for office personnel to review and post.
• Monitor tank monitoring systems to identify customer delivery needs and maintain reliable system operation across all locations.
• Coordinate with appropriate personnel to troubleshoot monitoring system issues.
• Assist with off-road diesel and propane dispensing as operational needs require.
• Serve as a primary point of contact between drivers, customer service representatives, and customers.

Fuel Inventory, Pricing & Supply Management

• Maintain and update daily fuel pricing for gasoline, diesel, off road diesel, kerosene and propane.
• Maintain degree-day information and maintain applicable customer-specific pricing.
• Review supplier pricing and supply locations to support competitive purchasing and profitable margins.
• Forecast monthly fuel inventory requirements and communicate projected needs to suppliers.
• Coordinate with fuel suppliers during allocation periods or supply disruptions to maintain adequate inventory.
• Communicate pricing updates to dealer stations and other applicable locations.
• Monitor and oversee fuel quality throughout company operations.
• Support the sales team with prospective customers, pricing opportunities, and ongoing bids.

Credit Management & Customer Accounts

• Review and process customer credit applications, conduct credit checks, and oversee new account setup.
• Maintain accurate and current customer account information in RCC, including account updates and Quality of Fit reviews.
• Coordinate new customer information with office personnel to ensure accurate account setup and timely customer communication.
• Oversee customer collection activities in collaboration with customer service representatives.
• Review outstanding accounts regularly with office personnel and coordinate appropriate collection actions.
• Serve as the primary contact for the company's third-party collection agency.
• Administer and oversee the state fuel assistance program.
• Assist in resolving customer concerns, billing questions, and account-related issues while maintaining positive customer relationships.

Regulatory Compliance, Safety & Equipment

• Coordinate with Virginia Weights & Measures inspectors to maintain compliance with applicable fuel dispensing regulations.
• Oversee timely resolution of compliance issues, including pump signage, meter calibration, and related requirements.
• Provide assistance and documentation when delivery vehicles undergo routine regulatory inspections.
• Maintain applicable Virginia Class A, B, and C operator certifications and assist store personnel with required certifications.
• Coordinate Virginia Department of Environmental Quality (DEQ) site inspections, including preparation, documentation, and follow-up.
• Ensure annual line leak testing is completed at applicable convenience store locations.
• Coordinate ordering and distribution of fuel-related supplies, including nozzles, filters, spill pads, and absorbent materials.
• Identify equipment, safety, or compliance concerns and coordinate corrective action with appropriate personnel.
• Manages drug testing program for drivers.

Team Leadership & Operational Support

• Serve as the direct supervisor for fuel delivery drivers – transport & short trucks.
• Monitor driver productivity, performance, equipment utilization, and delivery efficiency.
• Provide ongoing coaching, training, and support to promote safe and effective operations.
• Conduct or assist with employee performance evaluations in coordination with management.
• Promote clear communication, accountability, teamwork, and a strong customer service culture.
• Collaborate with office personnel, store managers, suppliers, and other departments to support daily operations.
• Provide backup office support as needed, including answering phones, assisting customers, accepting payments, and supporting other locations.
• Assist with opening and closing office operations when necessary.

Administrative & Financial Responsibilities

• Review, verify, code, and submit invoices and receipts to the Controller for processing.
• Maintain accurate operational records, customer information, and required documentation.
• Support cost control and operational efficiency through effective scheduling, purchasing, and resource management.
• Identify opportunities to improve internal processes, customer service, and overall operational performance.
• Perform other related duties as assigned.

Qualifications & Skills

• Experience in fuel distribution, dispatching, logistics, transportation, or a related operational field preferred.
• Prior supervisory or team leadership experience preferred.
• Strong organizational, scheduling, and time-management skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Excellent communication, customer service, and problem-solving skills.
• Strong attention to detail and accuracy in pricing, account management, and recordkeeping.
• Familiarity with fuel inventory management, credit and collections, and regulatory compliance preferred.
• Proficiency with business software and the ability to learn specialized fuel management systems, including Cargas, OTODATA and TLS-450.
• Ability to work independently, make sound operational decisions, and collaborate effectively with team members across multiple locations.
• Willingness to provide hands-on assistance and travel between company locations as needed.
• Ability to obtain and maintain required certifications applicable to the position.
• Valid drivers license and maintain good record to drive company vehicles
• Excel & Word

Expectations for Success

Success in this position is demonstrated through:

• Safe, efficient, and timely fuel deliveries.
• Effective driver scheduling, supervision, and team performance.
• Accurate fuel pricing, inventory forecasting, and supply coordination.
• Strong customer relationships and responsive issue resolution.
• Timely credit processing and effective management of outstanding accounts.
• Consistent regulatory compliance and reliable equipment operation.
• Clear communication and collaboration across company locations.
• A proactive approach to improving efficiency, profitability, and customer satisfaction.

This job description outlines the primary responsibilities of the position and is not intended to be an exhaustive list of all duties. Responsibilities may evolve based on the operational needs of the company.

Pay: $60,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person