FBO Fuel Sales & Services Coordinator

ESSENTIAL FUNCTIONS:

• This list is meant to be an overview and should not be considered all-inclusive.  
• Responsible for weekly review and updating of fuel prices in fuel accounting software system as well as appropriate notification of price changes to all appropriate parties.
• Reconciliation of month-end Jet A Fuel Inventory in accordance with defined guidelines as well as providing the Airport’s fuel supplier with sales and inventory summaries throughout the month.
• Preparing and submitting monthly State and Federal Fuel Tax Filings and reconciliation of corresponding general ledger accounts.  Employee must stay abreast of changes in excise tax laws and issues.  Maintains appropriate record of exemption certificates and is the primary contact for any excise tax audits done by the IRS or State of Maine.  
• Responsible for timely billing to all appropriate debtors for aircraft fuel sales and aircraft handling services.
• Prepares daily Aircraft Orders for receipting/posting into the City’s Financial system by reconciling to credit/debit card transactions report and amounts collected through MultiService platform.
• Acts as primary contact and liaison to the Department of Defense in regards to its fuel contract.  This includes working with Airport Management on contract negotiations, oversight of billing, collections and administration to ensure compliance with contract terms in regards to fuel sales and services provided to government aircraft. 
• Employee responds to incoming e-mail and telephone communication regarding pricing, payment and billing questions and requests, available discounts and credit issues. After hour communications may be required and necessary in this position.
• Employee maintains a primary relationship with Airport’s fuel supplier regarding the maintenance of existing contracted accounts, as well as the establishment of new contract accounts.
• Employee develops and advises on the establishment of, and parameters of, discount policies of non-contract fuel accounts in cooperation with the Assistant Airport Director and administers adopted policies.
• Works in collaboration with Airport Finance regarding collections of aircraft fuel and ground handling accounts receivable under existing policies.
• Employee attends fuel related and supplier sponsored trade-shows and conventions to further develop and enhance growth and opportunity within the fuel sales industry.
• Maintains records of monthly fuel sales data and statistical reports and provides to Senior Management as requested.
• This position works at BGR Aviation and as such works closely with the FBO staff on point of sale accounting procedures, updates, questions and problems.
• Assists in any software conversions for point of sale machines, automated fuel accounting system as well as the aircraft handling and fuel management software. 
• Serves as Administrator for the aircraft handling and fuel management software system to include managing price agreements, contacts, set-ups, reports and troubleshooting.  This position is the primary point of contact with the vendor in regards to system support and development.
• Supervises and oversees the work of the FBO Fuel Sales & Support Representative.
• Performs other duties as assigned.

JOB REQUIREMENTS & QUALIFICATIONS:

• In depth knowledge of Aviation fuels including retail, broker and buyback arrangements.
• Knowledge of general airport operations. Knowledge of the commercial and general/corporate aviation industry and related industry trends.
• Thorough understanding of Federal and State laws applicable to fuel taxes and user fees. 
• Ability to effectively communicate with customers, associates and vendors in a tactful and professional manner.
• Knowledge of office practices and procedures.  Ability to operate standard office equipment, must be efficient in Excel, Word, or similar applications and have working knowledge of e-filing.
• Knowledge of accounting and bookkeeping practices and procedures and ability to perform mathematical calculations.
• Ability to direct and oversee the work of others and to multi-task in a fast paced and often demanding environment.

DESIRED EDUCATION AND EXPERIENCE:

• Equivalent to a Bachelor's degree from an accredited college or university with a degree in Aviation Management, Business or Public Administration or a closely related field. Additional qualifying experience may be substituted for up to two (2) years of accredited College or University coursework.
• Accounting and/or Sales experience is preferred.
• Able to pass a ten-year background check. 

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

This job is primarily located on-site with some nights and weekends required, as determined necessary by Supervisor. Occasional travel is required. Work is generally performed inside in an office environment. Moderate to light physical effort may be necessary in the performance of routine duties, including bending, stooping, and lifting.