Administrative Intern at Chestnut Petroleum – Poughkeepsie, New York

Part-Time Administrative Intern – Insurance Claims & Licensing Support

Location: Remote/Poughkeepsie, NY
Department: Finance
Reports To: Licensing and Insurance Manager

Company Overview

Chestnut Group is a trusted convenience retail brand, preferred fuels marketer and exceptional place to work in the tri-state area. The privately held Company owns and operates gas stations and convenience stores under the Chestnut Market brand and is a preferred supplier for premium fuel flags including Shell, Exxon Mobil and British Petroleum among others. The company has a growing portfolio of wholesale customers and assets across the Northeast within its Chestnut Fuels business. Chestnut Group is focused on creating and delivering exceptional people-first convenience with care – every experience, every time. Come join our growing and passionate commercial team!

Position Summary

Chestnut Group is seeking a detail-oriented Part-Time Administrative Intern to provide administrative support for insurance claims processing, business licensing, and regulatory compliance across multiple retail locations.

This remote administrative internship is ideal for a student or early-career professional interested in business administration, finance, compliance, risk management, or operations. The intern will assist with claims tracking, documentation management, licensing renewals, data entry, and coordination with insurance providers and regulatory agencies.

This role offers hands-on experience with corporate administration, compliance management, insurance operations, and business licensing processes.

Our Values

• Safety – We protect the well‑being of our people, partners, and communities.
• Quality – We deliver unmatched experiences and service.
• Unity – We collaborate to achieve shared goals.
• Integrity – We do the right thing, always.
• Responsibility – We take ownership of our work and outcomes.
• Respect – We treat everyone with dignity.
• Empowerment – We give people the tools to succeed.
• Love – We bring passion to everything we do.

Our behaviors emphasize operating with excellence, creating welcoming environments, rewarding performance, communicating openly, staying accountable, and approaching challenges with a growth mindset.

Key Responsibilities

Insurance Claims Administration

• Assist with insurance claims processing, including property damage, liability, and auto claims
• Prepare and submit claims documentation and incident reports
• Track claim status and maintain communication with insurance providers and adjusters
• Maintain organized claims records, digital documentation, and correspondence
• Gather supporting documentation such as photos, invoices, reports, and receipts

Licensing & Regulatory Compliance

• Track and manage business licenses, permits, and regulatory renewal deadlines
• Assist with preparing and submitting license applications and renewals
• Maintain a centralized licensing database and compliance records
• Ensure locations remain compliant with local, state, and federal regulations

Administrative & Operational Support

• Maintain digital filing systems and document management systems
• Perform data entry, recordkeeping, and reporting tasks
• Support administrative projects related to finance, operations, and compliance
• Provide general administrative assistance to the Licensing and Insurance team

Required Qualifications

Skills & Competencies

Work Environment & Schedule