Fuel Administrator

TRANSX LTD.

SUMMARY – Fuel Administrator

Shift: Monday to Friday ; 8:00 AM to 4:30 PM

For more than 50 years, TransX Ltd., a CN Rail-owned company, has been one of Canada’s largest providers of integrated transportation and logistics services. With 11 locations across North America, approximately 900 employees, and a fleet of over 4,000 trucks, trailers, and containers, TransX is committed to operational excellence and strong customer partnerships.

TransX is seeking a detail‑oriented and highly organized Fuel Administrator to support the daily operations of our Fuel Department. This role is critical to ensuring the accuracy, timeliness, and integrity of high‑volume fuel transactions that directly impact Settlements, Operations, and overall company performance.

About the Role

The Fuel Administrator ensures that all fuel‑related tasks are completed within established timelines and quality standards. With significant financial impact tied to fuel pricing and vendor billing, accuracy and consistency are essential. This role focuses on maintaining high‑quality transactional data, monitoring vendor activity, and supporting internal teams with reliable information.

Key Responsibilities

• Record daily wholesale fuel prices from a minimum of five independent sources to track vendor competitiveness.
• Incorporate daily wholesale prices to calculate and upload driver fuel subsidies across all divisions, ensuring accuracy to prevent costly errors.
• Monitor vendor invoices to verify pricing, accuracy, and timely payment, preventing service interruptions that could impact drivers and terminals.
• Review incoming fuel transactions and run reports to identify inconsistencies, ensuring correct driver card assignments and resolving discrepancies.
• Investigate and resolve fuel‑related disputes with drivers.
• Participate in vendor meetings to discuss issues, improvements, and pricing negotiations.
• Collaborate closely with Settlements, Accounts Payable, Operations, and Maintenance to ensure data is shared accurately and on schedule.
• Review all TChek and MasterCard transactions to confirm validity and identify unauthorized activity.

Daily Tasks

• Download and update daily wholesale fuel rack prices nationwide.
• Process weekly fuel invoices totaling approximately one million dollars within strict deadlines.
• Review processed invoices for compliance with established standards and provide feedback to the Fuel team.
• Import fuel transactions into TMW while maintaining accuracy and timeline compliance.
• Ensure driver card requests are completed promptly.
• Communicate workload and coverage updates to the Fuel Manager.

People Development Responsibilities

• Train MCC staff on fuel‑related tasks and support recruiting, onboarding, and skill development within the Fuel Department.
• Assist in developing and maintaining a skills matrix and development plans for team members.

Skills and Knowledge

• Strong administrative and organizational skills.
• Excellent conflict resolution and negotiation abilities.
• Understanding of transportation industry dynamics and customer needs.
• Ability to design or improve processes and adhere to established standards.
• Strong interpersonal, customer service, problem‑solving, and communication skills (verbal and written).
• Ability to multitask and remain calm under pressure, especially during peak periods or ambiguous situations.
• Ability to work independently and collaboratively within a complex environment.
• Proficiency with MS Office and general computer applications.

Education & Experience

• High school diploma or equivalent.
• Experience working in a team environment under tight deadlines.
• Demonstrated attention to detail, multitasking capability, and strong communication skills.
• Prior administrative experience in a fast‑paced environment is an asset.

BENEFITS & PERKS

WHY JOIN TRANSX?

• Large, Canadian owned company
• Operating for over 50 years
• Leading transportation and logistics services
• 11 Terminals across North America
• Competitive compensation
• Partnered training programs and learning supports

BENEFITS

• Comprehensive group health benefits
• RRSP company match programs
• Referral bonus program (for selected position)
• Training and tuition reimbursement

RECOGNITION PROGRAMS

• Annual employee recognition & appreciation events
• Years of service awards
• Employee spotlights in our TransX Newsletter
• Safety recognition
• Annual performance incentives

OTHER PERKS

• Employee and family assistance program
• Encouraged work-life balance
• Corporate discounts at partnered organizations (gyms, travel, clothing, equipment, etc.)
• Team environment
• Professional & personal growth

APPLY TODAY!

TransX Ltd. is committed to building a culture of diversity, equity, and inclusion, and also welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders.

All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply. If you require accommodation for the recruitment process, please let us know at the point of application.