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Fuel Accounts Payable Representative

Company: EPIC Aviation LLC
Location: Irving
Posted on: June 8, 2021

Job Description:

Role Summary

Compiles and maintains freight and fuel supplier payable records by performing the following duties.

Essential Duties and Responsibilities

  • Responsible for reconciling fuel accounts payable.
  • Reconciles supplier and freight bills and payments within terms promptly.
  • Ensure timely payments to suppliers or carriers to avoid interruption in allocation and dispatch functions.
  • Works all aspects of the Supplier and Carrier Open Invoice database including the Works Queue and disputes invoices daily.
  • Continues to be the main billing contact for all EPIC Carriers or Suppliers.
  • Works with vendors, carriers, and other EPIC employees, ensuring carrier and supplier invoices are reconciled to no older than 10 days.
  • Enters carrier and supplier invoices into the Carrier or Supplier databases within one business day of receipt.
  • Initiates credits / rebills for carriers and suppliers and follows until resolved.
  • Scans and indexes Carrier and Supplier Invoices.
  • Ensure ACH's are completely reconciled.
  • Works with Customer Invoicing Specialist to ensure accurate reconciliation of supplier and carrier invoices.
  • Understands the relationships between and correct use of suppliers, terminals and carriers.

Supervisory Responsibilities

This job has no supervisory responsibilities.


To perform the job successfully, an individual should demonstrate the following competencies:

  • Flexibility - Adapts to changing deadlines and changes in the nature of the assignments as required. Demonstrates the ability to prioritize when there are multiple tasks to be completed. Must have the ability to manage assignments and deadlines without supervision.
  • Business Acumen - Makes sound financial decisions on behalf of the company.
  • Analytical - Collects and researches data; Uses intuition and experience to complement data.
  • Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  • Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
  • Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
  • Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
  • Diversity - Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
  • Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds EPIC values.
  • Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities.
  • Judgment - Displays willingness to make decisions; Make decisions based on data, sometimes unpopular, in difficult and unusual situations. Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.
  • Keeps commitments - Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Qualifications and Skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate degree (A. A.) or equivalent from two-year college or technical school; or three years customer service experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk and talk or hear. The employee is also frequently required to sit. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to an open office setting in a climate-controlled building. The noise level in this environment is usually low or moderate.

  • This position is in Irving, TX

An Equal Opportunity Employer including Disability/Vets

EPIC Aviation, LLC

Keywords: EPIC Aviation LLC, Irving , Fuel Accounts Payable Representative, Other , Irving, Texas

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