Commercial Invoicing Representative - Rolling Meadows, IL

Job Description

Job Description

Title: Commercial Invoicing Representative

Location: Rolling Meadows, IL 60008

Pay Rate: $20.66/hr. on W2

Duration: 4 months

Shift (if applicable): M-F 8:00 AM – 5:00 PM

Job Start Date - 9/28/26

Job End Date - 1/31/27

Position Summary

The Customs Billing Specialist is responsible for the accurate and timely processing of customs brokerage invoices, customer billing packets, compliance documentation, and billing exception resolution. This position partners closely with operations, customers, and internal support teams to ensure all customs-related transactions are billed in accordance with customer requirements, company policies, and regulatory standards. The role requires strong attention to detail, problem-solving abilities, and the capability to manage multiple priorities in a fast-paced environment.

Essential Duties & Responsibilities

Customs Billing & Invoice Processing

• Process daily customs brokerage billing transactions accurately and timely.
• Review invoices for accuracy, including bill-to parties, charge codes, rates, and customer-specific requirements.
• Create, update, exempt, and release invoices within internal billing systems.
• Ensure billing transactions are completed within established service level expectations.
• Validate customs entry information and supporting data prior to invoice release.

Customer Compliance & Documentation Management

• Assemble and distribute customer invoice packets and supporting documentation.
• Ensure all required compliance documents are included prior to invoice delivery.
• Maintain adherence to customer-specific billing and documentation requirements.
• Manage customers requiring specialized delivery methods, including individual invoice packets and consolidated invoice submissions.
• Research and resolve missing documentation issues that prevent invoice release.

Billing Exception Resolution

• Investigate and resolve billing exceptions, invoice failures, workflow holds, and system-generated errors.
• Research discrepancies involving purchase orders, shipper information, consignee information, rates, and customer references.
• Coordinate with operations, gateways, and internal departments to obtain missing information.
• Escalate unresolved issues appropriately to minimize customer impact.
• Maintain detailed documentation of actions taken and resolutions provided.

Enterprise Resolve & Workflow Management

• Review assigned Enterprise Resolve requests and exception queues daily.
• Prioritize and resolve aging items based on customer and business impact.
• Communicate effectively with branch offices and operational teams regarding outstanding issues.
• Track recurring issues and identify opportunities for process improvements.
• Meet established productivity and quality standards for workflow management.

EDI & Automated Billing Support

• Monitor EDI billing transmissions and identify processing failures.
• Retrigger EDI transactions when necessary and validate successful completion.
• Partner with technical support teams to resolve recurring EDI issues.
• Assist with testing, validation, and implementation of billing enhancements and automation initiatives.
• Support continuous improvement efforts focused on reducing manual processes.

Customer & Internal Communication

• Respond professionally to customer, gateway, and operations inquiries regarding billing matters.
• Provide timely status updates on outstanding requests and billing issues.
• Collaborate with internal stakeholders to improve billing accuracy and service levels.
• Maintain strong working relationships with customers and cross-functional teams.

Reporting & Data Management

• Maintain billing reports, tracking logs, and workflow metrics.
• Utilize Excel and reporting tools to monitor activity, identify trends, and support decision-making.
• Assist with month-end and quarter-end billing activities and clean-up efforts.
• Perform data validation and reconciliation activities to ensure billing accuracy.

Quality & Compliance

• Adhere to company procedures and customer-specific billing requirements.
• Maintain high standards of accuracy, quality, and productivity.
• Identify process improvement opportunities and recommend solutions.
• Support a culture of compliance, accountability, and continuous improvement.

Qualifications

Required

• High School Diploma or GED.

Preferred

• Basic proficiency in Microsoft Office Suite programs, including Excel and Outlook.
• Strong typing skills and 10-key data entry experience.
• Strong written and verbal communication skills.
• Positive, professional attitude with strong customer service skills.
• Strong interpersonal skills and the ability to collaborate effectively across teams.
• Ability to use sound judgment and make independent decisions.
• Strong organizational skills and exceptional attention to detail.
• Self-motivated with the ability to work independently.
• Ability to thrive in a fast-paced, professional, and deadline-driven environment.
• Values and supports a diverse and inclusive work environment.

Key Competencies

• Attention to Detail
• Analytical Problem Solving
• Customer Focus
• Accountability
• Time Management
• Organizational Skills
• Decision Making
• Adaptability
• Communication
• Teamwork & Collaboration
• Continuous Improvement Mindset

Physical & Work Environment

• Prolonged periods of sitting and computer use.
• Ability to manage multiple priorities simultaneously.
• Regular interaction with internal and external stakeholders through phone, email, and virtual meetings.

Hybrid or office-based work environment as determined by business needs