Petroleum Tank Systems & Contracts Coordinator

Petroleum Tank Systems & Contracts Coordinator

Summary

We are looking for a highly organized coordinator to oversee the systems, permits, contracts, and documentation for our company-owned and rental fuel tanks. This role ensures tanks are properly permitted, correctly configured in monitoring and fuel systems, cost-controlled, and fully ready before deployment to customers.

This is an office-based coordination role — not hands-on mechanical or field work. The successful candidate will act as the central point of control for tank system setup, regulatory compliance, data monitoring, parts ordering, and contract administration, working closely with Operations, Shop, Field Services, Compliance, and Sales teams.

Why AFD:

• Great health and insurance benefits – medical, dental, vision, life insurance, disability, AD&D – because we believe in taking care of yourself.
• Employee Discount on fuel and safety boot reimbursement program.
• Educational assistance.
• Career development.
• Paid orientation & training.
• Personal/Sick Paid Days.

What you will do day-to-day:

This role is the main office coordinator for our rental and company-owned fuel tanks.

You are the person who makes sure:

• Tanks are properly permitted before they go out
• Monitoring and fuel systems are set up correctly
• Inventory matches approved build specs
• Parts are ordered correctly and cost-effectively
• Contracts are tracked and managed properly
• Data plans and monitoring costs stay under control

You are not fixing tanks, installing equipment, or doing field repairs.
You are the systems, paperwork, compliance, and coordination lead who makes sure everything is ready before it reaches the customer.

Think of this role as the control tower for our tank assets.

What You’ll Be Responsible For

1. Making Sure Tank Systems Are Ready

You will:

• Set up and manage fuel management systems (K-800, cardlock, SCI, etc.)
• Ensure tank monitoring systems are active and communicating properly
• Control user access, permissions, and system settings
• Keep accurate records of which tank is tied to which system
• Troubleshoot connection issues remotely (before sending technicians)
• Coordinate software updates with vendors
• Keep all system documentation organized and current

You oversee and verify — you do not perform physical repairs.

2. Monitoring Data Usage & Controlling Costs

Many of our tanks use cellular communication.

You will:

• Monitor monthly data usage
• Look for abnormal usage or unexpected cost spikes
• Adjust, activate, or deactivate plans as needed
• Work with vendors to reduce communication costs
• Provide simple monthly usage reports
• Escalate issues to Field Services if something looks wrong

3. Permits & Regulatory Compliance

You will manage tank permits from start to finish:

• Apply for required permits
• Track approvals and inspections
• Monitor renewal dates
• Ensure no permits expire
• Confirm permits are valid before tanks are deployed
• Keep documentation audit-ready at all times
• Work with Compliance and HSE when required

If a permit isn’t valid — the tank doesn’t go out.

4. Tank Build & Inventory Verification

Before tanks are deployed, you will:

• Review build sheets and approved specifications
• Confirm mechanical, electrical, monitoring, and safety components match the approved design
• Document any discrepancies
• Escalate issues to the Shop Foreman if needed
• Maintain configuration records and revision history

You verify accuracy — you do not physically rebuild units.

5. Parts Ordering & Procurement Control

You will:

• Order parts from approved vendor lists
• Confirm parts requests match specifications
• Compare pricing when needed
• Track orders and ensure delivery timelines are met
• Maintain pricing documentation and consistency
• Control spending within approved vendor frameworks

6. Contract Administration (Customer & Vendor)

You will:

• Help draft, review, and manage rental and service contracts
• Track contract start/end dates and renewals
• Work with Sales and Executive teams on new agreements
• Negotiate updates or amendments when required
• Assess risks in new and existing contracts
• Communicate contract terms to Finance, Operations, HSE, and Transport
• Ensure contracts align with company policy and compliance standards
• Recommend improvements to contract processes

7. Cross-Department Coordination

You’ll work closely with:

Internal:

• Operations,Shop Foreman,Field Services, Branch Management,Compliance & HSE,Finance

External:Vendors, Regulatory agencies, Inspectors, Communication providers, Customers (as needed)

You are the coordination point — ensuring everyone has what they need and nothing falls through the cracks.

Clear Role Boundaries

This is an oversight and coordination role.

You do:

• Verification
• Documentation
• Monitoring
• Escalation
• Reporting
• System configuration
• Permit tracking
• Contract management

You do NOT:

• Perform mechanical repairs
• Perform field service
• Commission tanks onsite
• Move inventory physically more then 15 Lbs
• Conduct physical diagnostics

Decision-Making Authority

You will independently decide on:

• System readiness before deployment
• Permit validation
• Data plan adjustments
• Parts validation
• Escalation pathways
• Prioritization to meet SLA standards
• When to involve management for high-risk issues

Service Standards

• Acknowledge issues within 1 hour
• Take initial action within 4 hours
• Escalate missed deadlines to management
• Log and document all exceptions in writing

What Makes Someone Successful in This Role

You likely have:

• 3+ years in tank rentals, fuel systems, petroleum operations, or regulatory coordination
• Experience with fuel management or monitoring systems
• Strong understanding of permitting requirements
• Strong analytical skills
• Excellent organization and documentation habits
• Intermediate, Excel, Word, and Outlook skills
• Strong communication skills
• Ability to manage multiple priorities
• High attention to detail
• Professional discretion with regulatory and contract documentation

Oil & gas industry experience is an asset.

Work Environment

• Full-time office position
• Monday–Friday, 8:00 AM – 5:00 PM
• Occasional overtime as required
• Some travel to worksites or customer locations
• Mostly desk/computer-based (5–6 hours per day of monitoring and documentation)
• Light lifting up to 15 lbs occasionally

As part of the interview process, if an offer is extended, it will be contingent upon the successful completion of pre-employment requirements, including a criminal record check, drug test, 50 lbs. fitness test, and medical testing, and employment reference verification.

At AFD, our corporate culture reflects our ongoing commitment to both our customers and our people. We believe that people are our greatest asset, and as such, we promote a safe and friendly workplace, encouraging open communication, teamwork, and personal growth. Our team is essential for our success now and in the future.

We thank all candidates for their interest; however, we will communicate only with selected candidates.