Fuel Operations Specialist

About the role

The owns the accurate and timely processing of all fuel-related administrative tasks that keep our operations running smoothly. This role owns the end to end administration of fuel transactions, ensuring that every invoice, ticket, and data entry is handled with precision and compliance. The specialist acts as a critical support node, working closely with Fuel Operations Analysts and leadership to maintain scalable and efficient fuel processes in a high volume environment. This position is responsible for maintaining the integrity of fuel data from intake to close, directly supporting operational reporting and accounting close activities. The hire will own the resolution of day to day discrepancies, ensuring that issues are tracked, communicated, and resolved in a structured manner. Success in this role is measured by the accuracy of processed documents, the speed of transaction turnaround, and the ability to adhere strictly to documented procedures. The specialist is expected to uphold the highest standards of professionalism, reliability, and continuous improvement in all interactions.

Key facts

What you'll do

Process fuel invoices (payables and prepaids) accurately and in a timely manner, ensuring required documentation is complete and properly retained.

Review fuel tickets, bills of lading, fuel logs, and consumption data to validate gallons uplifted and identify discrepancies.

Enter and maintain fuel transactions, consumption, and inventory data in fuel and accounting systems with a high degree of accuracy.

Research and resolve flight, fuel, and gallon discrepancies by coordinating with vendors, airports, and internal teams.

Support month end close activities by completing assigned reconciliations, data validation, and documentation requirements.

Manage fuel related reports, emails, and documentation by distributing, organizing, and saving files in designated systems.

Respond to vendor and internal inquiries professionally and within established service level expectations.

Maintain accurate fuel vendor and airport contact information.

Escalate unresolved discrepancies, data issues, or system errors to the Fuel Operations Analyst.

Adhere to documented procedures, internal controls, and standard work to support audit readiness and data integrity.

Other duties as assigned.

Perform mathematical calculations, such as percentages, fractions, addition, subtraction, multiplication, and division, quickly and accurately.

Utilize critical and logical thinking skills to assess problems and determine appropriate resolutions.

Exercise strong organization and time management to prioritize tasks in a fast-paced, high-volume environment.

Demonstrate excellent written and verbal communication and interpersonal skills when communicating internally with various departments and externally with vendors.

Requirements

Combination of Education and Experience will be considered. Must be authorized to work in the US as defined by the Immigration Act of 1986. Must pass a Criminal Background Check.

Education: High School Diploma/GED

Years of Experience: Minimum of one (1) year experience in business administration or a related field.

Proficient with Microsoft Office: Outlook, Word, Excel, PowerPoint, etc.

Strong work ethic and drive to achieve established goals and deadlines, with a desire and commitment to learning, growth, and continuous improvement.

Proven ability to learn quickly and adapt to a changing environment; agile, flexible, and resilient.

Highly organized and a self-starter with a strong ability to multitask and prioritize.

Detail-oriented, professional attitude, reliable, and possesses a high degree of accuracy.

Ability to work independently and with a team in a fast-paced, high-volume environment with accuracy and timeliness.

Ability to perform mathematical calculations, such as percentages, fractions, addition, subtraction, multiplication, and division, quickly and accurately.

Critical and logical thinking skills.

Excellent written and verbal communication and interpersonal skills, with the ability to communicate internally with various departments and externally with vendors.

Possesses documentation, research, and problem-solving/resolution skills.

Nice to have

Experience within the fuel, petroleum, or airline industries.

Strong problem-solving skills, basic accounting principles knowledge, and data analysis skills.

Knowledge and experience in petroleum pricing, fuel supply, distribution, refining, or trading.

Thorough knowledge and experience with business administration, fuel inventory, accounts payable/general systems, financial chart of accounts, and corporate processes.

Practical notes

Visa Sponsorship Available: No

Some travel may be a requirement of the role.

Regular attendance is a requirement of the role.

Exposure to moderate noise (i.e. business office with computers, phones, printers, and foot traffic), temperature and light fluctuations.

Ability to work in a confined area as well as the ability to sit at a computer terminal for an extended period of time.

Allegiant as a national air carrier is deemed an essential service provider during declared national and state emergencies. Team Members will be required to report for work and remain on duty if required to do so in an emergency situation.

The Fuel Operations Specialist supports the Fuel Operations team by executing core administrative functions related to fuel transactions, including invoice processing, fuel ticket and consumption review, data entry, and discrepancy resolution. This position plays a key role in ensuring accurate fuel data, adherence to documented procedures, and the timely support of operational reporting and accounting close processes. The role works closely with Fuel Operations Analysts and leadership to support efficient, scalable fuel operations in a high volume environment.

The specialist is responsible for processing fuel invoices with a high level of accuracy and timeliness, ensuring that all required documentation is complete and properly filed for future reference. A significant portion of the role involves reviewing fuel tickets, bills of lading, fuel logs, and consumption data to validate gallons uplifted and to identify any discrepancies that require further investigation. Data integrity is maintained by entering and updating fuel transactions, consumption figures, and inventory levels directly into fuel and accounting systems without error.

Research and resolution of flight, fuel, and gallon discrepancies form a core part of the daily responsibilities, requiring coordination with vendors, airports, and internal teams to reach timely solutions. The specialist provides critical support during month end activities by completing assigned reconciliations, performing data validation, and ensuring all documentation requirements are met. Fuel related reports, emails, and documentation are managed end to end, including distributing, organizing, and filing these materials in designated systems.

Communication is a vital aspect of the role, as the specialist must respond to vendor and internal inquiries professionally while adhering to established service level expectations. Maintaining accurate and up to date fuel vendor and airport contact information is essential for seamless operations and efficient issue resolution. When discrepancies cannot be resolved at the local level, the specialist escalates issues to the Fuel Operations Analyst to ensure problems are addressed within established workflows.

The position requires strict adherence to documented procedures, internal controls, and standard work to support audit readiness and maintain the highest level of data integrity. The Fuel Operations Specialist must be able to perform routine mathematical calculations such as percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately. Critical and logical thinking skills are necessary to assess problems, evaluate options, and implement effective resolutions.

Organization and time management are crucial, as the specialist must prioritize tasks and manage multiple assignments in a fast-paced, high volume environment. Success in this role depends on the ability to work independently and collaboratively, maintaining accuracy and timeliness in all interactions. Excellent written and verbal communication skills enable effective collaboration with various internal departments and clear communication with external vendors.

The role demands strong documentation, research, and problem solving capabilities, with a focus on resolving issues efficiently and completely. The Fuel Operations Specialist must be detail oriented, professional, reliable, and committed to continuous learning and improvement. Physical demands include regular periods of standing, sitting, talking, hearing, seeing, reaching, stooping, kneeling, and using hands and fingers to operate a computer, keyboard, printer, and phone.

The position may require lifting, pushing, pulling, or carrying up to 20 lbs, and may involve working various shifts or days in a 24 hour operational environment. Regular attendance is mandatory to fulfill the responsibilities of the role. The work environment exposes the team member to moderate noise, temperature fluctuations, and typical office lighting conditions. The ability to work in a confined area and to sit at a computer terminal for extended periods is necessary.

Allegiant operates as a national air carrier and is classified as an essential service provider during declared national and state emergencies. Team members are required to report for work and remain on duty when required during such emergency situations. This role is integral to the fuel operations function, providing administrative support that ensures the accuracy, efficiency, and compliance of fuel related processes across the organization.