FM Billing Customer Service Representative - Bilingual (English and Spanish)

Job Description:

The Customer Service Representative will be responsible for managing all functions related to all incoming client and vendor inquiries in a timely and professional manner. Maintain client and vendor relations by handling and resolving various requests across the business. They will be required to assist management with streamlining workflow processes. The role requires the ability to use an analytical mindset to assess data and prioritize tasks in a fast-paced, fluid environment.

This position is a second-shift role, with standard working hours of 10:30 a.m. to 7:00 p.m. EST. (30-minute lunch)

KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS

• Responsible for reviewing, analyzing, and completing vendor and client inquiries in a timely manner
• Identifying the root cause of vendor and client inquiries
• Assist management with streamlining workflow process
• Review, analyze, and process billing and payment of vendor invoices
• Manage 3rd Party Payment Services as requested
• Ability to extract account payable reporting for vendors and analyze
• Responsible for reconciling vendor statements
• Responsible for analyzing client invoicing reports and issuing client credit and/or rebills
• Manage vendor accounts by utilizing internal and external programs and software
• Responsible for onboarding and updating vendor information within systems
• Establishing and sustaining relationships with new and existing vendors
• Responsible for working internal and external audits
• Ability to collaborate and communicate effectively across departments
• Provide guidance on internal processes across the business
• Other duties assigned to ensure overall departmental efficiency

• • Maintain productivity and quality standards as directed by Department Manager
  • High-level knowledge of all processes throughout the company
  • Assist with system testing and feedback
  • Encourage a team-work environment amongst co-workers and network across the business
  • Other duties assigned to ensure overall departmental efficiency

LEADERSHIP RESPONSIBILITIES

• This position has no leadership responsibilities

COMPETENCIES - SKILLS

• Displays self-control and assumes responsibility
• Works effectively with systems; thorough and accurate
• Adapts to fast paced environment and pursues learning and development
• Demonstrates resourcefulness and solves problems
• Champions innovation and demonstrates creativity
• Adapts to fast paced environment and pursues learning and development
• Champions innovation and demonstrates creativity
• Demonstrates resourcefulness and solves problems
• Able to work independently, effectively managing and using time through organization and structure
• Works effectively with systems; thorough and accurate
• Hold a positive attitude to support a team environment
• Ability to communicate effectively (written, verbal) with all levels of staff and clientele

EDUCATION AND EXPERIENCE

• High school diploma required
• Minimum of 3 years billing and/or customer service experience required
• Intermediate to advanced skills in Microsoft Word and Excel (Lookups, Pivot tables, Formulas)
• AS400 ISeries, JD Edwards, and Salesforce experience preferred but not required
• Bilingual - English and Spanish speaking required

CORE VALUES

At Wheels, we believe in fostering a culture that is built on our Core Values and Guiding Principles. We cultivate a culture of excellence and innovation by upholding these values, driving our collective success and growth.

• Integrity – Always act with integrity and honesty.
• One Team – Treat others with dignity and respect; act as a cohesive, inclusive and accountable team that is making a difference.
• Innovation – Drive continuous improvement, spark creativity and embrace next generation thinking.
• Customer Success – Ensure that customer and driver success is at the heart of everything we do.

CULTURAL ATTRIBUTES

At Wheels, our culture guides us how we work every day, and we look for team members who show these behaviors:

• Discipline Drives Quality – Plan the Trip: Think proactively, hold a high bar, follow through by leveraging experience and systems. To produce quality outcomes, we must be intentional and deliberate in everything we do, from big bets to daily execution.
• Intellectually Curious – Fuel Your Minds: Be bold, challenge assumptions, think differently, look outside the box. Strive to unlock your own thinking and create new possibilities.
• Commit and Deliver – Own It: Take responsibility for your work, from start to finish, and be accountable for the results. Think and act like an owner of the business.
• Relationships Matter – Share the Ride: Trust is central, both with key internal and external stakeholders. Relationships are not a side effect of work but a driver of success.

JOB SPECIFICATIONS and WORK ENVIRONMENT

• Work Environment: This is a fully remote position and can reside anywhere in the United States
• Position Type/Standard Schedule: This is a full-time position, Monday through Friday. This position is a second-shift role, with standard working hours of 10:30 a.m. to 7:00 p.m. EST
• Travel: No travel is expected for this position
• Physical Demands: Speak, hear, and see, and to use hand and fingers for computer keyboard and phone. Sit or stand for extended periods of time. Reach above head to pull paper attachments

DISCLAIMER
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Our Benefits

Wheels recognizes benefits are a significant part of your employee experience, and we've created a robust benefits package that is market-leading, competitive offerings so you and your family can receive outstanding care. Please click here for an overview of the benefits available to you and your family.

Pay Range:

$37,500-$52,500

The base salary range for this position is listed above. This position is eligible to participate in the annual incentive plan which is based on company performance and individual performance. Compensation ranges are based on several factors including job function, level, and geographic location. Final offer amounts are determined by multiple factors including candidate experience, education, certifications, skill level and expertise, and may vary from the amounts listed here.

EEO Statement

Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.

Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.

About Us

Wheels Is Committed to Making Our Organization One of the Best Places to Work

As one of the largest fleet management companies in North America, Wheels features a portfolio of 900,000+ vehicles under management across the continent, a global alliance in 61 countries, and a client base that consists of some of the best-known businesses in the world. No matter the industry type or business size, we’re proud to work across sales and service fleets, trucks and equipment, and last mile delivery to ensure we power your potential.

The culture at Wheels is the secret to our 80+ years of success. And the reason people choose to join — and stay with — our team.

When you join the team, you'll work with professionals who are passionate, friendly and smart. We foster a welcoming and inclusive environment for all, combined with the encouragement to continuously learn and grow. From day one, we invest in your long-term development through annual performance goals and reviews, educational and wellness programs, awards and celebrations, and more.

Ready to experience the Wheels culture for yourself?

• 10 years average employee tenure

• 10 times recognized as one of Chicago's Best and Brightest Companies to Work For

• 50+ health, wellness and engagement benefits

• 2,500+ online learning programs

Wheels is Invested in the Well-being of the Community and the World We Inhabit

Diversity: Wheels deeply values the strength of diversity both in the communities we serve and our own employee base. This includes treating everyone as equal, respecting and valuing diversity, providing equal opportunity and fostering a safe space to work.

Community: We are heavily involved in the communities where we operate. We offer opportunities for employees to make a positive impact through mentorship and tutoring elementary school students, participating in blood drives, donating to United Way and other charitable organizations in the greater Chicagoland and Toronto areas.

Sustainability: Wheels is actively committed to becoming a cleaner fleet management company through recycling programs, public transportation support and more.

We Are Dedicated to the Safety and Health of our Employees

Our employees are critical to delivering on our commitment to client success, which is why we offer a variety of programs focused on the health and wellness of our people.

Wheels Fosters More Than Just Work Relationships

We hire people who have a customer-focused mindset and a strong collaborative nature. Because at Wheels, customer service and teamwork don't just happen in the office. It is during the informal moments when employee trust is strengthened and friendships are made. We value these moments, which is why we host departmental contests, summer gatherings, family events, holiday celebrations and more.

At Wheels, your well-being is our priority. As part of our commitment to your health and well-being, we’re proud to offer access to the Advocate Health Care Wellness Portal—a personalized platform designed to help you take charge of your health journey.

The 2026 Wellness Program is designed to support you in achieving your personal health goals. Best of all, it’s flexible and fits into your busy lifestyle.

This program is designed to support your overall well-being—physically, emotionally, and financially—by providing tools and incentives that encourage healthy living.