Clerical & Dispatch Support Position

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 part-time role blends traditional clerical responsibilities with dispatch support to ensure efficient scheduling, accurate order processing, and seamless coordination of daily fuel, lubricant, and DEF 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, 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 at the service window to assist drivers, customers, and staff
• Generate and proofread order entries for accuracy; identify and correct discrepancies
• Perform general clerical duties including 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, professional support to drivers and customers 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 to 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 unexpected issues
• Work closely with operations, accounting, and sales teams to ensure smooth daily workflows
• 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

• Flexible, part-time schedule

• Family-friendly hours that can align with school drop-off and pick-up times
• Ability to discuss and adjust working hours to fit your personal schedule
• Supportive, understanding team environment
• Consistent weekday hours (no nights or weekends)
• Opportunity to gain experience in dispatch and administrative support
• Stable, reliable workload with clear expectations
• Ideal for someone balancing work with family or other commitments