Fuel Operations Manager

## Summary The Manager of Fuel Operations leads the team responsible for fuel inventory, bulk fuel logistics, and fuel invoice processing, supporting daily operations and mitigating supply risk. This role sets clear goals and expectations for the team, monitors workload, staffing needs, and team performance, and develops talent through coaching, feedback, and individual development planning. The role ensures strong internal controls, data integrity, and timely support for accounting close and payment cycles, and serves as a cross-functional subject matter expert, partnering with internal stakeholders and external suppliers to resolve issues and drive scalable process improvements. The Manager also leads or supports system enhancements, including UAT and regression testing for fuel and procurement platforms, and models Allegiant’s core values and leadership behaviors for the team. ## Visa Sponsorship Available No ## Minimum Requirements Combination of Education and Experience will be considered. Must be authorized to work in the US as defined by the Immigration Act of 1986. Must pass a Criminal Background Check. **Education:** Bachelor’s Degree **Education Details:** Bachelor's degree in Business Administration, Supply Chain, Procurement, Accounting, Finance, Operations Management, MIS, or related field. **Certification:** No **Years of Experience:** Minimum five (5) years of experience in procurement, finance, accounting, or related area, including at least one (1) to two (2) years leading, supervising, or coordinating the work of others. **Credit Check:** No **Valid/Unexpired Passport Book:** No **Valid/Unexpired Driver's License:** No ## Skills and Abilities - Proficiency with Microsoft Office applications, including Outlook, Word, Excel (Advanced), and PowerPoint. - Proven ability to lead, coach, and develop a team — including setting individual and team goals, delivering regular feedback, and supporting career growth. - Ability to assess team workload and staffing needs, and make recommendations on headcount, resource allocation, and team structure (including outsourced/contracted support) to meet business demands. - Ability to establish performance metrics and expectations for the team, and hold team members accountable to quality, productivity, and deadline standards. - Demonstrated leadership presence; models Allegiant’s core values and professional standards, and sets the example for team behavior and performance. - Experience conducting performance reviews, delivering constructive feedback, and addressing performance concerns in a timely, fair, and consistent manner. - Advanced analytical and critical-thinking skills, with the ability to evaluate data, identify trends, and support operational and financial decision-making. - Experience with fuel management, inventory, and/or fuel procurement systems. - Working knowledge of invoice-processing controls, including coding, approval limits, documentation standards, and three-way matching, where applicable. - Strong organizational skills, with the ability to multitask, prioritize, and meet deadlines in a fast-paced, high-volume environment. - Ability to work independently and collaboratively across cross-functional teams. - Strong written, verbal, and interpersonal communication skills, with the ability to communicate effectively at all organizational levels. - Ability to document processes, perform research, and resolve issues in a structured and timely manner. - Proven ability to adapt quickly to changing environments; agile, flexible, and resilient. - High level of professionalism, attention to detail, reliability, and accuracy. - Strong work ethic, with a results-oriented mindset, sense of urgency, accountability, and commitment to follow-through. - Ability to lead and coordinate cross-functional initiatives involving Operations, Accounting, Accounts Payable (AP), IT, and external partners. ## Preferred Requirements - Prior people-management experience, preferably within fuel operations, inventory/logistics, or invoice/accounting operations. - Experience within the petroleum and/or airline industry; familiarity with fuel consortium operations and into-plane billing. - Demonstrated experience in process improvement, standard work, controls design, and audit readiness. - Experience with automation and analytics tools (Power Automate/RPA and Power BI) and AI-enabled analysis to reduce manual effort and improve data quality. - Proven vendor-management, negotiation, and dispute-resolution skills. - Familiarity with performance management systems, talent development frameworks, or workforce/headcount planning tools. ## Job Duties - Lead, coach, and develop the fuel operations, inventory, and invoice-processing team; set clear individual and team goals and objectives aligned with department and company priorities. - Conduct regular one-on-ones, performance reviews, and development conversations; create individual development plans and support career growth for team members. - Monitor and manage team workload, capacity, and productivity across the invoice-processing and inventory/logistics functions; assess headcount and staffing needs (including outsourced/contracted support) and recommend adjustments to leadership as business needs evolve. - Establish and track team performance metrics (accuracy, timeliness, compliance, productivity) and hold the team accountable to established standards. - Recruit, interview, and onboard new team members as needed; manage team scheduling, coverage, and workload distribution. - Foster a positive, engaged, and collaborative team environment; address performance or conduct concerns promptly, fairly, and consistently. - Mentor, supervise, train, and develop direct reports; set expectations, provide feedback, and support engagement and accountability. - Model Allegiant’s core values and customer service standards in personal actions and when providing leadership direction; set the example for team behavior, collaboration, and accountability. - Ensure any direct reports understand and apply our Customer Commitment and customer service standards to their daily responsibilities as appropriate. - Own day-to-day fuel inventory management and bulk fuel logistics planning, including inventory monitoring, replenishment planning, and monthly reconciliations. - Maintain fuel capacity and availability across bulk locations; identify risks and recommend capacity or sourcing enhancements to mitigate operational exposure. - Coordinate contingency and recovery plans during fuel supply disruptions with Fuel Inventory, OCC/Dispatch, fuel farm managers, carriers, suppliers, and airport stakeholders. - Develop and maintain policies, procedures, and controls that ensure a reliable supply, limit inventory risk, and support audit readiness — including arranging appropriate back-up supply when necessary. - Coordinate with the Fuel Procurement Manager on pipeline and truck scheduling needs to support reliable fuel deliveries and minimize operational disruptions. - Support monthly fuel nominations and inventory communications to suppliers and internal stakeholders on an ad hoc basis, as needed. - Oversee the fuel-invoice data-processing and entry team, including invoice intake, vouchering/coding, approvals tracking, documentation retention, and timely routing for payment. - Set daily/weekly priorities, delegate assignments, and implement quality controls to ensure accuracy, compliance, and on-time processing in a high-volume environment. - Partner with Accounting and Accounts Payable to research and resolve discrepancies, disputes, and vendor inquiries; ensure clean handoffs for payment processing and reconciliations. - Establish and monitor productivity and accuracy KPIs for invoice processing; coach and train team members to improve performance and reduce rework. - Define, document, and recommend internal controls for fuel inventory and invoice processing to ensure data integrity, segregation of duties, and compliance with company policies and accounting requirements. - Review and evaluate invoice-discrepancy thresholds within fuel and procurement systems; recommend and implement threshold adjustments to improve exception management, reduce manual rework, and maintain appropriate control sensitivity. - Maintain a strong understanding of invoice-approval workflows and signature-authority requirements; diagram end-to-end approval-process flows, ensure adherence, and update documentation and controls as policies, systems, or roles change. - Lead coordination for internal and external audits impacting fuel operations, inventory, and invoice processing; serve as the primary point of contact for auditor requests and evidence gathering. - Coordinate timely responses to internal and external auditors, including documentation retrieval, control walkthroughs, process demonstrations, and remediation action plans when gaps are identified. - Prepare fuel-inventory analysis, KPI dashboards, and recurring/ad-hoc operational reports to support forecasting, OKRs, leadership decision-making, and risk management. - Identify and implement opportunities to streamline manual workflows using automation (e.g., Power Automate/RPA) and AI-enabled analytics to improve cycle time, accuracy, and controls. - Coordinate with TPSS, fuel-systems, procurement systems, and BI teams, external fuel vendors, and enterprise initiatives impacting fuel and related operational areas to standardize workflows and improve data quality. - Lead or support UAT and regression testing for system updates, enhancements, and new module deployments (e.g., Skymetrix and related fuel/procurement platforms); develop test scripts, scenarios, acceptance criteria, and validation documentation. - Collaborate with IT and vendors to troubleshoot defects, refine system-process modules, and validate end-to-end functionality aligned with documented procedures. - Partner with system owners and vendors to test and validate configuration changes (including discrepancy-threshold updates) through regression testing and UAT, ensuring controls and approval workflows function as designed. - Support deployment readiness through training, communications, and post-release monitoring to ensure adoption and sustained performance improvements. - Other duties as assigned. ## Physical Requirements The Physical Demands and Work Environment described here are a representative of those that must be met by a Team Member to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role. **Office** - While performing the duties of this job, the Team Member is regularly required to stand, sit, talk, hear, see, reach, stoop, kneel, and use hands and fingers to operate a computer, key board, printer, and phone. May be required to lift, push, pull, or carry up to 20 lbs. May be required to work various shifts/days in a 24-hour situation. Regular attendance is a requirement of the role. Exposure to moderate noise (i.e. business office with computers, phones, printers, and foot traffic), temperature and light fluctuations. Ability to work in a confined area as well as the ability to sit at a computer terminal for an extended period of time. Some travel may be a requirement of the role. ## Essential Services Provider Allegiant as a national air carrier is deemed an essential service provider during declared national and state emergencies. Team Members will be required to report to their assigned trip or work location during national and state emergencies unless prohibited by local, state or federal order. ## EEO Statement We welcome all individuals from varied backgrounds and experiences to apply. Our company values the unique perspectives and talents that each person brings to our team. Equal Opportunity Employer: Disability/Veteran For more information, see