Supervisor, Fuel Accounting 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.

The Commercial Excellence Billing Supervisor provides tactical leadership oversight of fuel billing processes and the billing team, with a primary focus on daily execution of work, coordination of resources, and resolution of day-to-day and mildly complex billing issues. This role is responsible for supervising billing team members, overseeing automated billing processes, and executing established SOX compliance controls to support accurate and timely invoice generation. The person in this position plans and manages work on a weekly and monthly basis, monitors operational performance, and supports the adoption of process and system changes through testing, training, and execution. This role supports people-related activities such as hiring, training, and performance management in alignment with established policies, with the goal of improving billing accuracy, process compliance, and team efficiency.

Essential Functions

• Lead and supervise the day-to-day activities of the Commercial Excellence Billing Team, providing clear direction, assigning work, and coordinating resources to support accurate and timely customer billing.
• Collaborate with the manager to align on team priorities and support execution of agreed upon workflows within the transaction billing process. Identify and communicate opportunities for process improvements to support efficiency and effectiveness in daily operations. Serve as key point of contact for billing systems, including PDI and automated billing tools, and coordinate with IT and support teams during testing, issue resolution, and execution of approved updates.
• Collaborate with internal teams, including Fuel Accounting, Logistics, Commercial Excellence partners, Marketing, and IT, to address billing-related inquiries and support resolution of customer or internal issues. Monitor recurring issues and share trends or improvement opportunities with leadership. Assist with execution of approved process or system updates to support effective billing operations
• Execute assigned SOX and internal control procedures related to billing activities and maintain required audit documentation, including tracking and documenting identified discrepancies. Identify potential process gaps or control issues and escalate findings to leadership as appropriate. Support execution of approved billing process improvements, including automation or efficiency enhancements, in alignment with established procedures.
• Monitor team performance against established operational metrics, review progress with team members, and coordinate day-to-day activities to support completion of assigned objectives. Track and report performance results and escalate risks or concerns as appropriate. Conduct regular reviews or audits of billing activity to support data accuracy, integrity, and compliance in accordance with established procedures.
• Review billing processes as part of daily operations to identify recurring issues or opportunities for efficiency and communicate observations to leadership as appropriate. Train and educate team members on established billing processes and tools used to invoice transactions. Support execution of documented procedures, ensuring team members follow current and approved processes. Participate in cross-functional efforts as needed to support operational execution and improve service quality.
• Conduct regular performance reviews and provide constructive professional development feedback to team members, bolstering our company virtues of driven, reliable, authentic, and welcoming.
• Investigate, resolve, and follow up on day-to-day and mildly complex billing or transactional issues identified internally or externally. Coach and support team members in resolving routine issues of lesser complexity and impact in accordance with established processes.
• Serve as a point of contact for billing systems, including PDI and automated billing tools, to support day-to-day operations. Coordinate with IT and support teams to assist with issue resolution, testing, and execution of approved system updates in accordance with established processes.
• Model behaviors that support the companys 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
• Bachelors degree in accounting, finance or related field preferred. Associate degree required. A minimum of 3 years of relevant experience required.
• Previous leadership experience preferred.
• Familiarity with transaction processing, fuel accounting and/or audit techniques
• Excellent analytical skills, with the ability to interpret complex data and financial information.
• Exceptional leadership and communication skills, with the ability to effectively manage a team and collaborate with cross-functional stakeholders.
• Comfortable with IT systems in general, working with development teams and driving for solutions. Preferably knowledge of PDI, understanding of DTN, and electronic BOL processes.

Specialized Knowledge

• Strong Microsoft Office skills; specifically Microsoft teams and Excel.
• Advanced Data Analytics skills; experience in Tableau, Celonis, SmartSheets preferred.
• Knowledge of wholesale fuel and trucking industry and its common terminology.
• Understanding of the billing process and familiarity with bills of lading and invoices

Competencies

• Ability to lead, coach, mentor and motivate a diverse team; ensure team and individual accountability and performance standards are met.
• Ability to prioritize, multitask and manage multiple projects successfully in a fast-paced and dynamic environment.
• Strong organizational skills with attention to detail.
• Ability to communicate and interact effectively with different levels of the organization to negotiate, problem solve and complete projects and influence decision making.
• Ability to analyze information, identify issues or trends, and apply practical problem-solving skills to support day-to-day operations.
• Ability to work in a team environment and provide excellent customer service.
• Self-motivated with ability to work both independently and within teams to establish and meet deadlines, goals, and objectives
• Financial acumen and ability to exercise judgment and make tactical decisions to achieve strategic objectives and affect company financial performance
• Ability to motivate others and drive success.
• Strong interpersonal skills; ability to lead team members to produce a positive outcome.
• Ability to provide accurate and concise updates to leadership.

Overnight Travel

1,Overnight travel required is up to 5%

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 as needed