Regional Finance Coordinator

General Responsibilities

• Support accurate and timely project financial operations, including project setup, billing, collections, and related financial coordination activities.
• Partner closely with Project Managers and finance leadership to ensure compliance with contractual terms, internal controls, and company policies.

Essential Roles And Responsibilities

• Coordinate new project registrations or review externally initiated setups to ensure alignment with contracts, purchase orders, and client requirements.
• Support project lifecycle activities, including opening and closing tasks.
• Aid in budget tracking and management.
• Enter executed change orders into financial systems.
• Proactively notify Project Managers of potential budget overruns, write-downs, or unrecognized revenue risks.
• Maintain organized electronic project files, including contracts, work authorizations, budgets, invoices, and approvals.
• Follow company quality assurance standards for document management and retention.

Billing & WIP Management

• Maintain and manage billing schedules in accordance with contract terms and regional finance guidance.
• Initiate billing for eligible projects and prepare draft invoices based on client-specific requirements.
• Collaborate with Project Managers and other stakeholders to coordinate invoice review and approval.
• Issue reminders and escalate as needed to meet billing deadlines and financial performance targets.
• Finalize invoices and submit complete billing packages (e.g., cover sheets, payment applications, lien waivers, and supporting documentation) through appropriate client channels (mail, email, or portals).
• Investigate and resolve routine and complex billing discrepancies in accordance with standard procedures.
• Perform assigned CMELMS (or equivalent system) responsibilities.

Collections & Accounts Receivable

• Support routine collections activities, including client outreach via phone and email for past-due invoices.
• Document all collection efforts in the appropriate system, including communication details and expected payment timelines.
• Monitor and follow up on aging receivables beyond established terms and average days to pay.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and leadership to resolve outstanding accounts receivable issues.