Clerical & Dispatch Support Position chez Al Warren Oil Company Inc.

Description

Since 1948, Al Warren Oil Company has delivered reliability, integrity, and performance as a leading supplier of fuel, lubricants, and DEF solutions across the Midwest. Family-owned and operated, we pride ourselves on exceptional service, safety, and long-standing customer partnerships.

We are seeking a detail-oriented Clerical & Dispatch Support Specialist to join our Chicago Terminal team. This hybrid role blends traditional clerical responsibilities with supporting our dispatch team to ensure efficient scheduling, accurate order processing, and seamless coordination of daily fuel and lubricant deliveries.

If you thrive in a fast-paced environment, are highly organized, and enjoy supporting both administrative and operational functions, this is the position for you.

General Essential Duties & Responsibilities

Clerical Responsibilities

• Manage a high volume of incoming calls each day, directing inquiries to the appropriate departments and resolving issues when possible.
• Accurately enter driver and customer information into multiple company systems and platforms.

• Remain attentive to the window and assist drivers, customers, and staff. 
• Generate and proofread order entries for accuracy; correct any discrepancies.
• Perform clerical duties such as photocopying, filing, typing, faxing, and scanning.
• Communicate and distribute supplier and cost information to the appropriate departments.
• Provide backup assistance to coworkers as needed.

Dispatch Support Responsibilities

• Provide prompt and attentive support to drivers and customers, responding to requests via phone, email, and in-person communication.

• Assist in scheduling daily fuel, lubricant, and DEF deliveries.
• Communicate load details, delivery instructions, and updates to drivers as needed.
• Monitor delivery statuses through GPS and dispatch systems; help ensure on-time service.
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records.
• Support driver coordination during peak times, route adjustments, customer changes, or emergencies.
• Work closely with operations, accounting, and sales to ensure smooth daily workflow.
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies.
• Provide excellent customer service when handling inquiries related to orders and deliveries.

Requirements

Qualifications & Skills

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
• High level of computer literacy; ability to work within multiple systems at once.
• Strong communication and organizational skills.
• Ability to create and maintain organized filing systems.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strict attention to detail and accuracy.
• Knowledge of Chicago-area geography or transportation operations is a plus.

Benefits

• Medical insurance through BlueCross BlueShield.
• Dental & Vision coverage provided by Guardian.
• Employer-provided Life and AD&D insurance ($25,000 coverage).
• Up to 20 days of paid Vacation and PTO in your first year.
• 401(k) plan with company match — fully vested on Day 1.
• A supportive, family-oriented workplace where your hard work is appreciated.