Job Details

Fuel Schedule Coordinator

People. Passion. Pride. This is what has driven our teams since 1833.

Since that time, we have developed to become a critical partner in the global aviation industry, delivering time-critical logistics services at over 300 locations in 65 countries, across 6 continents.

But at the heart of our business is our people.

Role Purpose

Coordinating, maintaining and overseeing the Fuel Systems Operation, ensuring fuel inventory is tracked in accordance with pertinent regulations and policy, including ATA103 and Company Procedures and standards. The Fuel Scheduling Coordinator will compile and sort documents, such as invoices and checks, substantiating business transactions and is responsible for obtaining and processing data pertaining to accounts payable, accounts receivable and timekeeping records. Ensures through definitive methods that product meets or exceeds quality standards set forth; ensures all work is completed in a timely manner, contributing to an efficient operation, while projecting a professional image for Menzies Aviation and SFO FUEL COMPANY.

Location: San Francisco International Airport

Reporting to: Accounting Manager

Pay: $30.00/hour - $40.00/hour

What You Will Be Doing

• Monitors the purchasing of fuel as well as dispensing of fuel, determines and documents causes of excessive fuel losses and improper fuel dispensing
• Inputs inventories, receipts and transfers daily; performs analysis of (loss/gain) in the system daily; reconciles daily book inventories by individual supplier
• Maintains accurate records of fuel inventories, checks and confirm deliveries, may process supplier's credit cards and other approved credit cards for payment
• Maintains all bases fueling billing through Accounts Payable
• Validates monthly closing reports to ensure that monthly summaries add up to daily totals
• Ensures that a formal written documentation process is maintained from suppliers/airlines concerning fuel projections, exchanges, uplift scheduling, load rack usage, pipeline schedules, etc.
• Oversees and provides guidance in ensuring that individual supplier/airline fuel usage demands are satisfied in conjunction with total airport requirements and restrictions.
• Schedules bonded (if applicable) fuel to ensure that inventory levels are sufficient to meet the sales demand as may be required
• Coordinates and monitors required operations to ensure that product schedules are followed, and problems resolved in accordance with policy
• Oversees and provides assistance to support personnel involved in day-to-day inventory and ticket reconciliation. Enters fuel tickets into the application(s) daily to maintain established deadlines
• Obtains, analyzes and develops monthly fuel usage projections in conjunction with data supplied by suppliers/airlines. Utilizes fuel projections to determine appropriate physical inventory levels to maintain satisfied projections and airport demands. General oversight of scheduling activity
• Coordinates scheduling of fuel into individual supplier accounts to ensure inventory levels are sufficient to meet sales activity. Monitors individual inventory levels precisely to ensure adequate storage capacity. These scheduling activities include working closely with SFO's airlines, suppliers, and pipeline company to track monthly fuel inventory projections and pipeline schedules well before the start-up of the month
• Coordinates/schedules fuel inventory/tank availability with operations for required tank cleaning
• Prepares daily, weekly, monthly, and annual financial reports for the SFO FUEL Facility and issues such other statistical reports as necessary to meet the requirements of SFO FUEL Facility
• Prepares and develops monthly invoices to SFO FUEL's member airlines and non-member participants
• Ensures that all logs, control totals, sign offs, and processing are completed in approved and timely manner
• Issues written reports (minimum monthly), identifying agent, supplier, airline problems, and directing correspondence to appropriate third-party supervisory personnel
• Issues daily and monthly reports to airlines, agents, and suppliers detailing inventory activity for the month
• Verifies and posts details of business transactions, such as funds received and disbursed, and totals accounts
• Computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items
• Types vouchers, invoices, checks, account statements, reports, and other records
• Reconciles bank statements or petty cash when applicable
• Interfaces with external venders and customers regarding invoices issued and received
• Interfaces with internal department managers/supervisors to verify daily operations
• Organizes, arranges and enters document data in accordance with established procedures
• Performs general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution and composing correspondence. Oversees the maintenance of an efficient filing system for all invoices, reports, billings and supporting documentation
• Responds to emergency events appropriately
• Must adhere to local, State, and Federal safety policies, and company rules and regulations
• Other duties as assigned

Safety, Security, Wellbeing and Compliance:

You will have a responsibility and duty whilst at work to take reasonable care of the health, safety and wellbeing of yourself and others in accordance with provided information, training, and workplace health and safety rules or procedures. The company is committed to providing a safe working environment for all staff members. In all areas of our business there is a potential risk to the health, safety and welfare to everyone on our sites through the misuse of alcohol and drugs. As such the Company prohibits such misuse and carries out regular testing to enforce our Substance Misuse Policy.

What We Are Looking For:

• Must be 18 years of age or older
• Possess and maintain a valid US driver's license with a clean driving record
• Pass pre-employment drug screen and all pre-employment testing, able to comply with local airport, FAA and/or U.S. Customs safety, security, and identification requirements and pass a thorough security background check
• Excellent communication skills and the ability to proficiently read, write and speak English, read and interpret management level documents
• Must be available and flexible to work variable shifts including weekends and holidays
• Graduation from high school or evidence of equivalent educational proficiency
• Minimum two to three years' progressive experience in a busy retail/administrative role
• Understanding of operational planning and resource allocation

Diversity:

Menzies Aviation are a committed equal opportunity employer and encourage applications for suitably qualified and eligible applicants regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy, and maternity. We strive to create an inclusive working environment, where the different knowledge, perspectives, experiences, and approaches of our global workforce are represented. Where everyone feels valued and can reach their full potential.

Please be aware that as part of our recruitment process, we may look to use a variety of resourcing tools to help us understand your skills and experience in relation to the role. Please feel free to contact the recruiter below, if there are any reasonable adjustments to our process that you would like us to consider.

As part of our recruitment process, we will always consider how candidates fit with our values which you can learn more about here.

Application Instructions:

Is this role ticking all the boxes for you? If so, please click apply now!