Fuel Tax and Driver Trip Reports Administrator | St. Paul, MN | $23.00 - $25.00+ / hour

The Fuel Tax & Driver Trip Reports Administrator plays a key role in keeping our rental and lease operations running smoothly. This position is responsible for collecting, tracking, and maintaining accurate driver trip reports so mileage and fuel usage data can be reported correctly and on time. You’ll support fuel tax reporting, customer billing, and internal reporting by ensuring documentation is complete, accurate, and well organized. This role partners closely with the Vice President of Koch NationaLease, the Rental Manager, and the Senior Shop Manager, and works cross-functionally with sales, operations, maintenance, and customers. If you enjoy detail-oriented work, staying organized, and being a reliable point of contact for data accuracy and follow-through, this role offers consistency, structure, and clear impact.

Location: St. Paul, MN

Salary Range: $23.00 - $25.00+ /hour (commensurate with experience)

Why work for us? 

• Medical, Dental, Vision, HSA, FSA, and more!


• FREE online healthcare and mental healthcare upon hire


• 401(k) – with match!


• 6 paid Holidays + 3 Floating Holidays


• Accrued Paid Time Off from date of hire


• Company paid Life Insurance with buy-up available


• Promotion from within and long-term career growth opportunities

On a typical day, you may be...

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  Collecting, reviewing, and tracking driver trip reports for rental and lease customers

  
  


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  Accurately entering mileage and fuel data into fuel tax and billing systems

  
  


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  Preparing quarterly fuel and mileage reports for submission to the Corporate Fuel Tax Manager

  
  


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  Completing monthly billing for customers who do not submit required trip documentation

  
  


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  Preparing and reviewing invoice credits and billing adjustments

  
  


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  Maintaining accurate electronic and paper customer records with a clear audit trail

  
  


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  Reconciling billed mileage with submitted trip reports

  
  


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  Tracking and maintaining proof of fuel tax exemptions for applicable customers

  
  


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  Responding to customer questions related to trip reporting, mileage billing, and fuel tax documentation

  
  


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  Coordinating with internal teams to research and resolve discrepancies

  
  


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  Compiling special reports to support leadership and operational needs

  
  


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  Ordering office supplies and coordinating basic office equipment support as needed

  
  

Required Experience & Skills

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  A high school diploma or equivalent

  
  


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  At least 2 years of experience in an administrative, billing, data entry, or customer service role

  
  


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  Experience working with detailed documentation, reports, or financial data

  
  


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  A high level of reliability and follow-through when managing recurring tasks and deadlines

  
  

**Bonus points if you bring experience in transportation, fleet operations, equipment leasing, fuel tax reporting, IFTA, or mileage-based billing, but these are not required.

Knowledge and Skills to Be Successful

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  Strong attention to detail and accuracy in data entry and reporting

  
  


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  Comfort working with numbers, 10-key calculations, and standard office software

  
  


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  Ability to organize and maintain both electronic and paper records

  
  


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  Clear, professional, and patient communication skills when working with customers and internal partners

  
  


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  Ability to work independently while managing multiple priorities

  
  


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  Strong time-management and organizational skills

  
  


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  Sound judgment and discretion when handling sensitive customer information

  
  

About the Role   

This role is office-based, with regular working hours that may include earlier or later meetings to accommodate different schedules. The salary grade for this position ranges from $ $22.31 - $ $30.36 annually. While offers will be based on experience and qualifications, the targeted pay range for this role is $23.00 - $25.00.

 Application Deadline   

To be considered for this position, please submit your application no later than March 9, 2025.

 About Koch Companies
Koch Companies is a family-owned, industry-leading organization comprised of several divisions, including Koch Logistics, United Trailer Leasing, Koch NationaLease, Koch Services, and Koch Trucking. Together, these divisions are driving outstanding growth and innovation in the transportation and logistics sectors.

At Koch, you’ll be part of a company that values a friendly, casual, and inclusive working environment. We’re committed to your growth and success, offering opportunities for career development, access to current technology, and a culture that prioritizes mental, physical, and emotional well-being through robust wellness programs. You’ll also enjoy competitive pay, comprehensive benefits, and the chance to make a meaningful impact in an organization that truly values its employees.

Equal Employment Opportunity Statement: Koch Companies is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices. Koch Companies strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information,  or any other characteristic protected under applicable federal, state, or local law.

Accommodation Statement: If you require a reasonable accommodation to participate in the application or interview process, please contact us at 1-800-249-2369, to ensure that all applicants have the opportunity to participate fully in our recruitment process.

Koch Companies: Family owned, Customer Focused