Fuel Manager

Job Description

Job Information

Job Title

Fuel Manager 

Department

Transport Operations

Reports To

Transport Director

Location

Aghalee (base location, travel expected)

Shift Pattern

Mon-Fri 9am-5pm

Job Purpose

The Fuel Manager is responsible for monitoring, controlling and optimising fuel and AdBlue purchasing and usage across the HT and HL fleets, including trucks, refrigerated trailers and shunting operations.

As the central point of contact for fuel management, the role delivers cost control, accurate reporting and effective fuel security controls, working with drivers, planners, depot management, Finance and suppliers to improve efficiency and support sustainability.

Duties and Responsibilities

Fuel Purchasing and Supplier Management

• Monitor international diesel and AdBlue prices from existing suppliers, accounting for applicable government and company rebates when comparing final costs and selecting preferred countries and filling sites.
• Communicate preferred filling locations through driver messaging, phone calls and occasional face-to-face discussions, checking understanding and building driver engagement. Support the introduction of QR codes linking to live fuel maps when available.
• Review non-preferred fills promptly as supplier data becomes available, using AS24 automated reports and manually generated Circle K Velocity reports. Check both country selection and A/B site usage, as supplier exception reports may not identify fills in the wrong country.
• Investigate non-preferred fills with drivers and planners, taking account of route changes, card issues and other operational circumstances, and provide timely corrective guidance.
• Check diesel and AdBlue invoices against quoted prices, investigating duplicate charges, unusual transactions and potential card misuse with suppliers and Finance.
• Benchmark supplier pricing at agreed intervals, resolve discrepancies and identify opportunities to improve purchasing terms and reduce costs.

Fuel Card Administration and Reconciliation

• Maintain accurate records of fuel card allocation, swaps, replacements, renewals and cancellations, including emergency, yard and shunter cards.
• Regularly reconcile card records, vehicle allocations and invoices to ensure the correct cards are assigned to the correct trucks and records support VAT and subsidy reclaims.
• Monitor transactions across AS24, Circle K, the Aghalee Jigsaw emergency card, Dublin HT and HL emergency truck yard cards, and SFGO-only shunter cards, including the spare card.

Fuel Security and Loss Monitoring

• Compare fuel purchased with fuel consumed for each truck, using Cubo and Schmitz telematics data to account for diesel used in refrigerated trailers and split fills between trucks and trailers.
• Investigate unexplained differences to identify fuel purchases that may not have entered a company vehicle or trailer, maintaining clear records and escalating concerns promptly.
• Monitor truck and trailer fuel drop reports to identify possible removal of fuel after filling. Investigate alerts and driver reports, and develop better use of available telematics reporting.
• Develop and use geofencing alerts, where available, to identify fuel card transactions made away from the assigned vehicle and investigate possible skimming, cloning or misuse.
• Support management in assessing the practicality of vehicle spot checks for fuel theft equipment. Any checks of company or personal vehicles will be subject to an agreed and authorised company procedure.

Driver Performance and Refrigerated Trailer Efficiency

• Monitor engine idling and other fuel wastage through telematics, providing monthly feedback that compares current and previous performance and sets clear improvement targets where required.
• Provide targeted coaching and follow-up for drivers below agreed standards, coordinating with the Dublin driver management team to align fuel efficiency feedback with safe driving initiatives.
• Investigate refrigerated trailer running costs and inappropriate use of constant running rather than start-stop mode, taking account of load and temperature requirements.
• Work closely with planning management and drivers to improve daily trailer operating practices, provide driver education and reduce avoidable fuel consumption.

Reporting and Cost Control

• Produce regular management reports in an agreed format, covering fuel purchasing, consumption, costs, exceptions and progress against agreed targets.
• Report the percentage of purchases made in target countries, A/B site purchases within each country, engine idling performance and AdBlue filling locations, comparing previous and current performance.
• Track fuel expenditure against budgets and forecasts, investigate variances, and work with Finance to reconcile invoices, usage data and supplier credits.

Compliance and Continuous Improvement

• Maintain reliable fuel data, investigation records and audit trails, ensuring compliance with company fuel policies and supporting internal controls and audits.
• Identify and recommend savings across fuel purchasing, usage and monitoring, measuring the results of agreed actions and supporting emissions reduction and sustainability initiatives.
• Coordinate with planners, depot managers, drivers, Finance and suppliers to resolve issues, strengthen controls and improve fleet efficiency.

Knowledge, skills and experience required

Essential

• Experience in transport operations, fleet management or fuel management.
• Strong analytical and reporting skills, with high attention to detail and the ability to investigate discrepancies and identify cost savings.
• Confident using Microsoft Excel, fuel management systems and transport management systems to maintain accurate records and reports.
• Strong communication and coordination skills, with the ability to engage drivers and influence operational behaviour positively.

Desirable

• Experience managing fuel cards, supplier relationships and invoice reconciliation.
• Knowledge of truck and refrigerated trailer telematics, including Cubo and Schmitz, and fuel supplier platforms such as AS24 and Circle K Velocity.
• Understanding of transport costs, fuel efficiency measures and the records required to support VAT and fuel rebate claims.

Personal Attributes

• Commercially focused, organised and methodical, with a proactive, investigative approach and the ability to work collaboratively across depots.

Why join Hannon Transport

• Join a company focused on innovation, sustainability and growth
• Professional development and training opportunities
• A competitive salary and company benefits are available for the right candidate

Note: This description is intended to be a guide of what duties are most likely to be but should not be taken as a definitive list. Hannon may adapt duties as deemed necessary.