Regional Finance Coordinator

Responsibilities

Responsible for coordinating the accurate and timely project registration, billing, collection and procurement practices for an engineering consulting firm.

• Prepare timely and accurate billing for routine and non‑routine projects in accordance with contractual agreements, accounting standards, internal controls, and defined billing cycles or client deadlines; ensure internal approval and client delivery with necessary backup.
• Register new projects or review project registrations completed outside the Regional Finance team, confirming alignment with contracts, purchase orders and client requirements; assist with opening/closing tasks and budget management.
• Add executed change orders to the system and alert Project Managers to potential budget overages, write‑downs, or unrecognized revenue during the billing schedule.
• Create and maintain electronic project files containing contracts, work authorizations, budget tracking, payment applications, client invoices and internal approvals; apply company QA guidelines for document management and retention.
• Maintain billing schedules for all projects per contract terms or arrangements with the Regional Financial Manager; initiate billing, draft invoices, route for review and approval, send reminders and escalations as needed, finalize invoices in the billing platform and submit invoice packages with required backup.
• Distribute invoices to external clients via mail, email, or client portal uploads; process WIP removals when appropriate; research and resolve routine and non‑routine billing questions and discrepancies following SOPs; perform CMELMS responsibilities assigned to regional finance staff.
• Conduct routine collections activities (phone calls, emails), communicate with clients about past‑due invoices, log collection actions, follow up on invoices past terms, and collaborate with Project Managers, Operational Finance, Corporate Collections and supervisors to resolve AR issues.
• Create and approve requisitions for goods and services, document receipt, ensure accurate project information on invoices; review non‑PO‑backed invoices, add project data and approve; complete onboarding forms for new suppliers; write draft checks, reconcile office credit cards, manage per diems/cash advances.
• Follow safety rules, participate in pre‑task planning, report safety concerns, maintain quality standards on all projects, and perform other duties as assigned.

Requirements

• Associate’s degree with a minimum of 2 years related experience, or in lieu of a degree, a minimum of 4 years related experience.
• Excellent attention to detail and problem‑solving skills.
• Strong communication and coordination abilities.
• A valid driver’s license with acceptable violation history may be required.