Bulk Fuel Administrator
Required skills
- bulk fuel
- fuel inventory
- fuel tracking
- fuel management systems
- fueling procedures
- fuel deliveries
- vendor management
- invoice auditing
- delivery discrepancies
- billing issues
Nice to have
- fuel operations
- construction
- equipment rental
- logistics
- fleet administration
- large construction projects
Role summary
EquipmentShare is seeking a Bulk Fuel Administrator for their rental facility in Hubbard, TX. This onsite role involves managing bulk fuel inventory, tracking deliveries and consumption, coordinating with suppliers, auditing invoices, and generating reports on fuel costs and efficiency. The administrator will also support equipment fueling operations and liaise with the internal Fuel Solutions Team. The position requires strong computer and data-entry skills, excellent communication and organizational abilities, and the capacity to work independently in a fast-paced environment, often around heavy equipment. Experience in fuel operations, logistics, or fleet administration is preferred. The role operates Monday to Friday, 7:00 AM to 5:00 PM, with overtime and on-call scheduling.
Build the Future with Us — EquipmentShare is Hiring a Bulk Fuel Administrator
At EquipmentShare, we’re not just filling a role — we’re assembling the best team on the planet to build something that’s never been built before. We’re on a mission to transform an industry that’s been stuck in the past by empowering contractors and communities through innovative technology, real-time support, and a team that truly cares.
We’re hiring a Bulk Fuel Administrator at our rental facility in Hubbard, TX (Onsite), and we’re looking for someone who’s ready to grow with us, bring energy and drive to their work, and help us build the future of construction.
Schedule: Monday to Friday, 7:00 AM to 5:00 PM, and offers overtime pay after working 40 hours. (This role is subject to on-call scheduling with additional compensation provided)
Primary Responsibilities
Fuel Inventory & Tracking: Monitor bulk fuel levels across all locations, reconcile daily delivery and consumption reports, and manage fuel tracking systems.
Monitor fueling activity through fuel management systems and reports.
Support the implementation and maintenance of fueling procedures, policies, and site-specific requirements.
Track equipment fueling requirements and ensure units are properly identified and entered into the fueling system.
Assist with scheduling fuel deliveries and communicating delivery requirements to fuel suppliers.
Vendor & Order Management: Schedule fuel deliveries, liaise with bulk fuel suppliers, review pricing, and audit invoices against delivered volumes.
Maintain accurate records of fuel and DEF deliveries, usage, inventory, and dispensing activity.
Reporting & Analytics: Generate weekly and monthly metrics on fuel consumption, cost variance, efficiency, and shrink/loss.
Equipment & Dispatch Support: Coordinate fuel distribution for drivers, site equipment, or sub-contractors.
Partner with the Equipmentshare Fuel Solutions Team as a liaison to assist with process and procedure uniformity.
Why EquipmentShare?
Because we do things differently — and we think you’ll feel it from day one. We’re a people-first company powered by cutting-edge technology. That means our proprietary T3 platform doesn’t just run our business — it also makes your job easier, safer, and more connected. Whether you’re behind the wheel, under the hood, leading a branch, or closing deals — tech supports you, and you drive us forward.
We’re a team of problem-solvers, go-getters, and builders. And we’re looking for teammates who take pride in doing meaningful work and want to be part of building something special.
Perks & Benefits
About You
You want to be part of a team that’s not just changing an industry for the sake of change — we’re transforming it to make it safer, more secure, and more productive. You bring grit, heart, and humility to your work, and you’re excited about the opportunity to grow within a fast-paced, mission-driven environment.
We’re looking for people who:
Skills & Qualifications
Required Skills/Abilities:
Maintain professional communication with project management, customers, vendors, fuelers, supervisors, and other site personnel.
Respond promptly to fueling-related questions and concerns.
Provide management with timely updates regarding fuel inventory, delivery schedules, operational issues, and critical-path requirements.
Help ensure fueling operations remain aligned with project production schedules
Monitor bulk fuel and DEF inventory levels.
Coordinate fuel and DEF deliveries with approved vendors.
Verify delivery quantities and documentation.
Assist with investigating delivery discrepancies or billing issues.
Maintain vendor records, delivery tickets, purchase orders, and related documentation
Education and Experience:
High school diploma or equivalent required.
At least 3 years experience in fuel operations, construction, equipment rental, logistics, fleet administration, or a similar field preferred.
Experience working on large construction or industrial projects preferred.
Strong computer and data-entry skills.
Experience with fuel management systems, fleet software, or inventory systems preferred.
Strong organizational and time-management skills.
Ability to analyze data and identify discrepancies.
Excellent communication and documentation skills.
Ability to work independently and prioritize tasks in a fast-paced environment.
Must be comfortable working around heavy equipment and active construction operations.
Valid driver's license.
Physical Requirements:
Position may require working both in an office and in an active construction-site environment.
Must be able to safely navigate construction areas and uneven terrain.
May be exposed to weather conditions, dust, noise, fuel, diesel exhaust, and heavy equipment operations.
PPE must be worn as required while in designated construction and fueling areas.
Position may require occasional extended hours, weekends, holidays, or emergency response depending on project requirements.
A Workplace For All
At EquipmentShare, we believe the best solutions come from a team that reflects the world around us. Our initiative — A Workplace For All — is rooted in the belief that we must work together to solve some of the toughest problems in construction. That means attracting, developing, and retaining great people from all walks of life.
We value different backgrounds, talents, and perspectives. We want you to feel like you belong here — because you do.
EquipmentShare is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, or status as a protected veteran.
Employment is contingent on passing a background check. Additionally, some roles require passing a drug test, depending on the job responsibilities.
