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CityServiceValcon Administrative Assistant in Kalispell, Montana

CityServiceValcon is the one-stop-shop for fuels, propane, and lubricants offering quality products, outstanding customer care, and dependable services. In business since 1932, we continuously strive to provide quality in service and products, develop strong teams to exceed expectations, and support positive growth in our communities. To find out more about us, please visit our website at

We are looking for an Administrative Assistant for our office in Kalispell, MT.


Provide administrative support for the Ground Fuels/Wholesale fuels team .


Administration of supplier’s various brand programs including mystery shops.

  • Daily management/monitoring of rail car movements and associated documents.

  • Ordering of customer supply and image items.

  • Processing of customer co-op claims.

  • Handle incoming Ground and Aviation fuel customer service inquiries.

  • Send twice weekly fixed-forward pricing.

  • Preparation of Fuel Supply Contracts.

  • Upload and manage contracts, key communications and other pertinent customer documents into CRM system.

  • Process Brand Incentive payments.

  • Prepare various reports as directed by supervisor.

  • Sales analysis and management of KPIs.

  • Performs other duties as assigned.


    Required education or equivalence in years of experience needed to perform the job responsibilities:

  • Bachelor’s degree preferred or equivalent administrative experience.

  • Minimum of one year of experience in accounting.

  • Proficiency in various Microsoft applications, including Outlook, Excel, Word, One Note, and Teams.

  • Ability to work independently.

  • Ability to manage multiple and competing tasks and priorities.

  • Must possess a high degree of organizational skills, be accurate and detailed, interact well with employees throughout the corporation.

    Specialized knowledge, Skills, Abilities, Personal Characteristics, and Professional Certifications:

  • Motivated self-starter

  • Strong customer service focus

  • Collaborative

  • Comfortable with ambiguity

  • Strong listening skills

  • Ability to maintain composure in unexpected situations


  • Knowledge of current industry trends in transportation or Fuel; includes experience in accounting with a fuel distributor.


  • Action/deadline Oriented

  • Customer Focus

  • Critical Thinking

  • Problem Solving

  • Results Oriented