Inventory Administrator- Stockton, CA in Stockton, California at Diesel Direct Inc

Inventory Administrator: in office

Diesel Direct West is seeking a highly analytical and detail-oriented Inventory Administrator to join our operations and logistics team. This critical role is responsible for the daily reconciliation of fuel inventory across all company locations. By leveraging automated fuel management systems, the successful candidate will identify variances between fuel Bills of Lading (BOLs), sales records, and meter readings to ensure operational efficiency and mitigate financial shrinkage.

Key Responsibilities

• Daily Inventory Reconciliation: Process fuel BOLs and sales daily to account for stock levels at all locations. Reconcile Driver Trip Sheets against the sales journal and ending inventory via Fuel Management Systems (FMS). Close out monthly accounting periods to report final inventory metrics directly to the Finance department.
• Discrepancy Investigation: Analyze "shrinkage" or "overage" trends for gallons and gross profit results. Proactively identify root causes such as system errors, faulty meters, or unauthorized fuel use.
• Vendor Audit: Audit and verify that supplier invoice data perfectly matches BOLs and Accounts Payable (AP) records.
• Loss Prevention Reporting: Prepare weekly and monthly reports tracking fuel variances, highlighting specific sites or equipment that require maintenance, calibration, or deeper investigation.

Required Qualifications

• Technical Proficiency: Advanced Microsoft Excel skills are required, including the ability to utilize macros, pivot tables, and complex formulas for high-volume data matching.
• Specialized Software: Proficiency in fuel management platforms (e.g., FMS, DTN, Fuelloc) and corporate ERP systems is preferred.
• Experience: 2–4 years of dedicated experience in inventory control and/or inventory management auditing, with a strong background in data reconciliation.
• Analytical Precision: High attention to detail to catch minor discrepancies in dynamic, daily operational transactions.
• Problem-Solving Skills: Strong individual initiative to "follow the trail" when inventory numbers do not align between disparate systems.
• Cross-Functional Communication: Ability to clearly translate technical fuel and variance data for both field personnel (drivers/operators) and executive leadership.