Fuel Desk Specialist

Overview

The Fuel Desk Specialist is responsible for the accurate and timely processing of fuel vendor invoices, daily fuel data imports, vendor statement reconciliation, and Fuel Desk inbox management. This role works closely with vendors, crewmembers, consultants, Fuelerlinx, and the Client Accounting team to resolve pricing discrepancies, support payment activity, maintain fuel-related records, and ensure fuel transactions are accurately reflected in Fuelerlinx and Oracle Fusion.

Essential Responsibilities/Duties

• Enter, review, and process fuel vendor invoices in Fuelerlinx and Oracle Fusion Accounts Payable.
• Verify fuel pricing against quoted or contracted pricing; research variances and file price discrepancy disputes with vendors.
• Monitor vendor invoices, statements, correspondence, and payment inquiries in the shared Fuel Desk inbox; respond or route items timely and professionally.
• Complete daily import validation, research exceptions, and coordinate with consultants and Fuelerlinx to resolve import failures timely.
• Provide Fuelerlinx administrative support for crewmembers and other Solairus staff, including invoice and documentation support.
• Reconcile vendor statements; research and resolve billing, payment, and fuel transaction discrepancies.
• Perform scheduled fuel support tasks, including monthly fuel price averages, weekly price reports, government fuel charge/tax returns, invoice copies, pay remittances, and other reporting as needed.
• Assist with month-end close processes, AP follow-up, and other Client Accounting department projects.
• Support invoice auto-reconciliation, workflow improvement, and automation initiatives with consultants, Fuelerlinx, and internal stakeholders.
• Maintain organized documentation and provide excellent service to vendors, crewmembers, employees, and management.
• Other duties or analysis as assigned.

Qualifications

• Associate degree preferred, with coursework in accounting, business, or finance; equivalent AP, invoice processing, or accounting support experience may be considered.
• Experience processing invoices, reconciling vendor statements, or working in a high-volume transaction environment preferred.
• Proficiency with Microsoft Office, especially Outlook and Excel.
• Ability to process high-volume transactions accurately while managing priorities in a fast-paced environment.
• Strong attention to detail, follow-through, time management, and problem-solving skills.
• Ability to research discrepancies, maintain supporting documentation, and communicate status clearly.
• Able to work independently and collaboratively, meet deadlines, and provide professional service to vendors, crewmembers, employees, and management.
• Experience with Oracle Fusion, Fuelerlinx, aviation fuel, invoice automation, AI/productivity tools, or process improvement is a plus.

Additional Information

Solairus Aviation embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

 To comply with regulations under the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.

Pay: $21.00 - $28.00 per hour