TotalEnergies

USVI Business and Office Coordinator

Charlotte Amalie, VI

About This Job

Contexte et environnement

The position will be open and accepting applications until Wednesday, June 4, 2025.

To support our USVI department operations while performing the tasks mentioned above, the USVI Business and Office Coordinator will be working on an environment that:

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Works in St. Thomas, USVI TotalEnergies’ Terminal building.

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Will be located in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others regularly.

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Visits to service stations and customers on a regular basis.

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Ensures achievement of the monthly sales targets (volumes, GMVC, rents, fixed costs, receivables, capital employed, etc.).

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Ensures that all retail and commercial practices are implemented within target.

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Obtaining, analyzing and maintaining database on market, i.e. Size, market shares, competitor activity etc.

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Provide accurate projections to assist product supply in maintaining the necessary lubricants inventories portfolio and efficiencies on supply sources

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Assists the company’s administrative and operational functions by ensuring that all assigned tasks are completed timely and correctly.

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Develop new business opportunities (targets, presentations, follow-up), coordinate the administrative process for new customers, pursue the initial sales, and work on a long-term business relationship

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Daily procedure for the commercial business such as collections, cu

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stomer service, claims, and other administrative matters

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Confidentiality position has access to company private/confidential information such as strategic planning, costs, sales, rents, market share, etc.

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Creates a positive work environment.

Activités

The USVI Business and Office Coordinator will be part of the USVI team where he/she will support the company’s USVI retail network, general trades, supply, and administrative functions.

To support the department the USVI Business and Office Coordinator will be working to meet the department’s milestones by:

Service Station Contract Management

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Manage Customer relationships to ensure that company interests are protected; build, promote, and sustain a mutually beneficial relationship with customers.

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Identify and take immediate action when the dealer deviates from the contract.

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Enforce, monitor, and follow up with dealers to ensure Guarantee Bonds and Insurance Policies are in place and not expired.

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Communicate immediately to management all relevant information concerning dealers’ actions that could potentially have a negative impact on company operations.

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Assist in regulatory compliance and risk assessment as a liaison (TotalEnergies/Customer)

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Manage customer account statements and account analysis on a weekly basis. Ensure credit terms and payment terms are met by customers or take necessary actions to enforce company policies.

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Follow up on all maintenance and repairs for the sites.

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Executes coupon validation with TotalEnergies’ Commissioned Agent Service stations, when applicable.

Supply

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Coordinates fuel orders with customers, drivers, and TotalEnergies personnel.

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Ensure iso tanks inventory is available in St. Thomas (logistics, reports, and customs clearance) with the support of the supply team.

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Business Development Fuels

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Responsible for annual objectives on fuel sales both in-network and general trade, as well as rent income.

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Build action plans to increase sales and incomes; Identify and acquire new businesses and make sure his/her portfolio profitability is constantly improving.

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Works towards achieving targets in sales: Gross Margin, Fixed and Variable Costs, Credit performance, and Controls.

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Conduct price surveys for fuels as required. Provide input for pricing, commercial business lead, and general market information.

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Manage and coordinate effective internal & external interfaces to maximize business performances and capitalize on market opportunities.

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Ensure the full use of TotalEnergies Pass – Fleet Card.

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Participate in initial credit assessment and provide inputs.

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Prepare and perform business presentations to customers and management.

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Provide forecast to product supply for inventory and purchase levels.

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Keep management informed of all activities related to the USVI market.

Accounts Receivable/Payable Management Duties/Administration

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Contact customers via email or telephone to ensure that outstanding balances are collected.

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Reconciles paid customer invoices to outstanding invoices via a spreadsheet.

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Executes online bank deposits and creates deposit reports.

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Prepares and enters purchase requisitions in SAP by following TotalEnergies purchasing policies and assigning the correct general ledger accounts and cost centers.

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Processes invoices for payment and forwards invoices to Accounts Payable in Puerto Rico.

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Follows the company’s procedures when creating new vendors.

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Ensures that vendors are paid timely and ensures there is no backlog of vendor invoices at any time.

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Manages and reconciles petty cash disbursements following TotalEnergies policies and procedures.

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Ensures that office equipment is maintained and that a sufficient amount of office supplies is stocked.

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Assists Human Resources with coordinating the payment of the Government Insurance Certificate.

HSEQ

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Participates in safety meetings (including taking minutes) and emergency response drills.

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Effective Implementation of all Environmental & Controls Policies.

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Ensure Superior Site Operations and Customer Service Standards.

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HACCP: - Integrate hygiene controls into periodic inspections and report deviation.

Other

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Other tasks as assigned by management.

Profil du candidat

The requirements for this position are as follows:

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Degree or significant experience in the disciplines of strategic management, sales, marketing, and administration.

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Working knowledge and experience in retail network, commercial, and marketing activities.

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Good communication skills including interpersonal skills. Team Building skills.

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Fluent in English, both written and spoken. Basic knowledge in Spanish is preferred

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Computer Skills: (Microsoft Office and SAP).

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Know and Observe TotalEnergies Quality Policy & HSE Charter.

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Possess a valid driver's license.

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Must be able to work in a fast-paced environment, under minimum supervision.

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Must be able to multitask and work well with TotalEnergies stakeholders.

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Must maintain strict confidentiality and good interpersonal relationships are required.

At TotalEnergies Marketing Puerto Rico (TEMPR), we like to create something special for our team members. Work is why we're here, but the benefits are important as well:

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Health Insurance (Health & Dental)

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Life Insurance

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Savings Retirement Plan (match dollar to dollar) up to 7%

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Holidays

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Among others

TotalEnergies Marketing Puerto Rico requires all employees to be fully vaccinated against COVID-19 by the first day of work. We will require you to provide a copy of your COVID-19 Vaccination Record Card.

In general, people are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer o Moderna vaccines, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine.

TotalEnergies Marketing Puerto Rico may provide vaccination exemptions for medical reasons or religious belief. This exemption will be evaluated accordingly.

To learn more about our company and latest updates, remember to visit our website: www.totalenergies.com.pr

We are an Equal Employment Opportunity Employer and take Affirmative Action to recruit Women, Protected Veterans, and Individuals with Disabilities.

Informations supplémentaires

TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.

TotalEnergies Marketing Puerto Rico is a French company with a presence in Puerto Rico since 2004, consolidating its offer in the fuels and lubricants business, including an aviation terminal in St. Thomas. The company has 200 service stations between Puerto Rico and the island of St. Thomas; and 68 convenience stores under the Bonjour brand. TotalEnergies Marketing Puerto Rico is the leader in the commercial and industrial sector of fleet management solutions, through the TotalEnergies Fleet Card, which seeks to accompany the client in the optimization of their operations. In addition, a wide range of products and services is offered in the lubricants segment, with high-performance levels to extend the life of your equipment/auto and reduce fuel consumption. Our employees and customers are an integral part of our operation for its success.

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