Ardent Services, LLC - Fuel Card (WEX) Administrator

About Us

We are among the premier providers of specialty electrical and instrumentation (E&I) services for the nation’s process industries. Our offerings include high-quality power, control, and process automation services, as well as panel fabrication, renewable energy, and energy retrofit solutions.

Job Summary

This role is responsible for managing the company’s WEX fuel card program, ensuring accurate driver and account information and secure, efficient system access. The position handles tasks such as setting up new drivers, assigning and resetting PINs, updating driver profiles, transferring drivers between departments, deactivating inactive accounts, and investigation of fuel purchase discrepancies. The role also provides support to drivers experiencing access or transaction issues and ensures all records are accurate, compliant, and audit-ready. Overall, this position supports smooth and secure fuel card operations for the organization’s fleet.

Essential Duties & Responsibilities

Driver & Account Management

• Maintain driver accounts within the WEX and Viewpoint systems, including adding new drivers and updating existing profiles (department, location, cost center)
• Process driver transfers between departments or cost centers to ensure accurate tracking and reporting
• Deactivate or terminate inactive drivers and associated fuel cards in a timely manner

Access & PIN Management

• Assign and manage PIN numbers for all active drivers
• Assist drivers with PIN resets and resolves access-related issues
• Ensure all access is secure and aligned with company policies

System Accuracy & Data Integrity

• Maintain accurate, up-to-date records within the WEX system
• Ensure all driver and account information reflects current organizational data
• Support audit readiness by maintaining clean and well-documented records

Issue Resolution & Support

• Serve as a point of contact for drivers experiencing fuel card or access issues (On-Call (Non-restricted) 6a – 7pm Mon-Fri, as well as one out of four weeks, rotating)
• Troubleshoot transaction problems, declined purchases, and system access concerns
• Coordinate with WEX support for escalated or complex issues

Compliance & Controls

• Follow and enforce company fuel card policies and internal controls
• Ensure proper documentation is maintained for all account changes
• Supports compliance efforts and internal or external audits

Reporting & Operational Support

• Generate and provide fuel card usage reports to management weekly and monthly
• Support fleet, finance, and operations teams with fuel card-related data and insights
• Review monthly WEX invoice for accuracy

Process Efficiency

• Identify opportunities to improve administrative processes and system efficiency
• Contributes to maintaining streamlined and effective fuel card operations
• Import Monthly WEX invoice into Viewpoint Accounts Payable program

Qualifications

• Experience managing data, systems, or administrative processes
• Security awareness and accountability with sensitive data
• Ability to prioritize and complete tasks independently
• Problem-solving and customer support mindset
• Strong attention to detail and data accuracy
• Proficiency in systems and administrative tools (e.g., WEX, Viewpoint, Excelpivot tables and VLOOKUP) (Preferred)
• Effective organization and time management
• Clear communication skills
• Ability to follow processes and drive improvements
• Adaptability and reliability in a fast-paced environment

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Ability to walk up and down stairs and around the office.
• Must be able to lift up to 15 pounds at times.
• Ability to proficiently use office equipment (computer, fax, copier, scanner, etc.)

Work Environment

This position is based in a professional, indoor office setting. Work is performed at a desk in a climate-controlled environment with standard lighting and minimal noise. Employees spend most of the day seated, using computers, phones, and other office equipment.

The role involves extended periods of screen time, data entry, and document review. Occasional standing, walking within the office, and light lifting (such as files or office supplies) may be required. The workspace is clean, organized, and designed for administrative efficiency.

Benefits

• Comprehensive health coverage (medical, dental, vision, prescription)
• Telehealth access and HSA/FSA options
• Employer-paid Life, Accident, and Disability Insurance
• Paid time off, + 7 paid holidays
• Opportunities for professional growth through educational assistance and career development programs
• 401(k) Savings Plan
• College Coach, and
• Employee Assistance Program

Equal Opportunity Employer

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees