General Position Summary

The Entry Writer will act as an assistant to the Customs Broker and serve as an Operations Coordinator. This role involves managing the flow of import documentation, liaising with government agencies, and facilitating communication between the company and external parties. The ideal candidate must possess strong attention to detail, effective communication skills, and the ability to manage import transactions accurately and efficiently.

Essential Job Functions

Primary Job Functions (50%)

A. Logistics Compliance Processes

• Prepare and submit accurate and timely customs entries in accordance with U.S. Customs and Border Protection regulations.
• Provide necessary shipping information and documentation to relevant government agencies.
• Work closely with the Sales Department to ensure all required declarations are completed promptly.

B. Customer Quotations

• Research and provide price quotations to existing and potential customers upon request.

C. Logistics Coordination

• Follow departmental procedures for import handling.
• Communicate professionally with shippers, truckers, and airlines.
• Confirm delivery and pickup schedules; coordinate domestic transportation.
• Enter shipping contract data into the company’s logistics system.
• Arrange billing, payments, and charges on a routine basis.
• Collaborate with the head office for updates on contracts and shipments.
• Troubleshoot logistics and operational issues as they arise.
• Track freight and report shipment status to customers.
• Reconcile freight charges using Proof of Delivery documents; resolve discrepancies.

D. Invoicing Support

• Assist with invoicing for Air, Ocean, and Trucking shipment files.

Secondary Job Functions (30%)

A. Internal Communication

• Attend and participate in internal meetings.
• Report any issues or problems to the Manager or upper management in a timely manner.
• Provide suggestions for improvements in procedures or operations.

B. Compliance with Legal and Industry Standards

• Ensure logistics operations meet company policies and government regulations.
• Study and stay informed about updates in customs and logistics regulations.
• Comply with TSA, CTPAT, State Department, and other relevant guidelines.

C. Accounting Collaboration

• Follow internal accounting procedures including sales recording and expense handling.
• Support the accounting team with month-end closing and reconciliation tasks.
• Help maintain accurate financial records and systems.

D. Confidentiality & Information Security

• Safeguard sensitive company information.
• Avoid conflicts of interest and report concerns to management as needed.

Common Job Functions (20%)

• Support colleagues across departments and cover tasks when needed.
• Stay current on industry trends and obtain relevant certifications.
• Accept and implement feedback from supervisors and peers.
• Identify and recommend process improvements.
• Maintain a professional appearance and demeanor.
• Communicate effectively through appropriate channels.

Position Title: Entry Writer – Customs Brokerage
Location: Wood Dale, IL
Employment Type: Full-Time (Non-Exempt)
Work Hours: Monday through Friday, 9:00 AM to 6:00 PM
Hourly Rate: $25.00 to $30.00/hour ($52,000 to $62,400 annually)
Reports To: Vice President of Customs Brokerage