Wholesale Operations Coordinator

1 day ago

Grand Forks, North Dakota, United States Northdale Oil Inc Full time

The Wholesale Operations Coordinator supports retail, wholesale, and bulk fuel operations through accurate billing, inventory control, accounts payable processing, and administrative support. This role serves as a key liaison between warehouse operations, fuel logistics, customer service, and leadership, ensuring timely, accurate, and compliant processing of fuel, oil, and propane transactions.

Requirements

Key Responsibilities

Warehouse Operations & Inventory

  • Process warehouse billing for inventory movements and customer orders
  • Receive and record warehouse inventory deliveries
  • Manage warehouse inventory transfers between multiple locations
  • Maintain accurate inventory records and reconciliation

Accounts Payable

  • Process freight accounts payable
  • Process wholesale accounts payable
  • Process oil-related accounts payable
  • Match invoices to deliveries and contracts, resolving discrepancies

Administrative Support

  • Provide administrative assistance to the Director of Retail Operations and Director of Wholesale Operations
  • Support bulk propane operations including customer billing, route reporting and documentation
  • Support wholesale billing operations including customer billing of fuels & propane, Bills of Lading verification and regulatory reporting
  • Prepare reports, correspondence, and operational documentation
  • Assist with scheduling, data tracking, and special projects as assigned

Customer Service

  • Provide professional customer service support for internal and external customers
  • Respond to billing, inventory, and account inquiries in a timely manner
  • Coordinate with operations teams, drivers, and sales teams

________________________________________

Qualifications

  • High school diploma or equivalent required; associate degree or relevant coursework preferred
  • Experience in billing, inventory management, accounting support, or fuel/propane operations preferred
  • Strong attention to detail and accuracy
  • Proficient in Microsoft Office (Excel, Word, Outlook)
  • Ability to manage multiple priorities and meet deadlines
  • Strong communication and organizational skills

________________________________________

Work Environment & Expectations

  • In-person, office-based position requiring regular interaction with operations teams
  • May require periodic deadlines tied to billing cycles and deliveries
  • Commitment to confidentiality and accuracy in financial and operational data

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