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Billing Clerk / Specialist
Streamwood, IL
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Order Entry/Billing & Front Office Associate Max Private Label Streamwood, IL Job Details Full-time 3 hours ago Benefits Health insurance Dental insurance Paid time off Qualifications Spanish Customer communication Microsoft Outlook Spreadsheets English Administrative experience High school diploma or GED Manufacturing facility experience Invoice matching Order entry Full Job Description Job Description AFAM Concept Inc, Max Private Label, and QHP distributes and markets beauty and personal care products in over 50 countries around the world including in Africa, Europe, and the Middle East. The Order Entry/Billing & Front Office Associate assists with daily operations by accurately processing customer orders, managing invoicing, and serving as the front-line point of contact for customers, drivers, and visitors. This role is critical to ensuring smooth communication between customers, production, and shipping departments in a fast-paced manufacturing environment. This role reports to the Operations Manager.
Responsibilities:
Order Entry & Billing:
Accurately enter customer purchase orders into the ERP system (Sage) Verify pricing, part numbers, quantities, and delivery requirements Coordinate with production and shipping teams on order status and lead times Generate invoices, packing slips, and shipping documentation Monitor open orders and follow up on backorders or delays Maintain organized records of orders, invoices, and customer accounts
Front Office Duties:
Answer and route incoming calls professionally and efficiently Greet visitors, vendors, and truck drivers; direct them appropriately Manage incoming/outgoing mail, packages, and delivery logs Maintain visitor sign-in and follow basic facility/security procedures Assist with scheduling appointments and meetings Support general administrative tasks such as filing, data entry, and office supply management
Qualifications:
High school diploma or equivalent (Associate's degree preferred) 1-3 years of experience in order entry, billing, or administrative support (manufacturing environment preferred) Experience with ERP systems (e.g., Sage or similar) Proficiency in Microsoft Office, especially Excel and Outlook Strong attention to detail and accuracy in data entry Bi-lingual (English/Spanish) is a plus
Skills & Competencies:
Ability to multitask and manage priorities in a production-driven environment Strong communication skills for working with customers, production staff, and drivers Basic understanding of manufacturing processes, shipping terms, and inventory is a plus Problem-solving skills and ability to handle billing discrepancies Professional, customer-focused demeanor
Work Environment:
Office setting within a manufacturing facility Frequent interaction with production staff, warehouse personnel, and delivery drivers May involve occasional exposure to warehouse/production areas (PPE may be required)
