Coordinator I, Billing

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing.

Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture and commitment to giving back remains true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state, or local law.

Military encouraged to apply.

Support fuel transaction processing by accurately preparing and processing billing invoices for wholesale fuel transactions. This role ensures that all billing activities are conducted in a timely and precise manner, maintaining compliance with company policies and industry regulations.

Essential Functions

•  Generate and validate invoices for Clean, DEF, and Rack fuel transactions using PDI, ensuring accuracy and alignment with contractual terms.
• Maintain and audit billing data with PDI accounting software, ensuring data integrity, completeness, and accuracy.
• Collaborate with the Commercial Excellence, Fuel Accounting, and Commercial teams to resolve billing discrepancies, supporting timely customer billing.
• Apply established billing practices to meet internal controls, SOX compliance standards, and industry best practices, contributing to audit readiness and risk mitigation.
• Prepare regular and ad hoc reports related to billing performance, SOX compliance, sales metrics, and account statuses using Excel or similar tools for management decision-making.
• Work collaboratively with other team members and participate in a positive manner. Participate in meetings alongside team members to provide productive resolutions.
• Model behaviors that support the company’s common purpose; ensure guests and team members are supported at the highest level
• Ensure all activities are in compliance with rules, regulations, policies, and procedures
• Complete other duties as assigned

Qualifications

• High school diploma or equivalent certificate required. Bachelor’s degree preferred or a minimum two years experience in billing.
• One to two years experience in Logistics, Accounting, or Billing required.

Specialized Knowledge  

•  Advanced Microsoft Office skills; specifically Microsoft teams and Excel.
• Expert understanding of the billing process and understanding of Bill of Ladings and Invoices.
• Aptitude for understanding systems and how they work.
• Knowledge of fuel and trucking industry and its common terminology.
• Ability to work with various Business intelligence tools. Tableau knowledge preferred.

Competencies

• Ability to prioritize routine tasks and meet deadlines
• Highly organized with an exceptional attention to detail.
• Ability to follow established steps to review data for accuracy
• Ability to prioritize routine tasks and adapt to changes in workloaad
• Professional demeanor when communicating in person, email, or phone.
• Excellent written and verbal communication skills
• Ability to influence others and provide excellent customer service.
• Strong time management skills.
• Ability to quickly learn new technology and use technology in all areas related to the role.
• Ability to work in a fast-paced, dynamic team environment.
• Ability to handle multiple tasks, meet deadlines, and work independently.

Overnight Travel

Overnight travel required not required

Physical Requirements & Working Conditions

• General office work requiring sitting or standing for long periods of time
• Able to lift up to 30 lbs.
• Able to work evenings, weekends and odd hours