Regional Finance Coordinator

About the Role

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

Responsibilities

• Prepare timely and accurate billing for routine and non-routine projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines. Ensure all billing is internally approved, attached with necessary backup, and sent to clients on schedule.
• Project Setup, Review, and Maintenance
  • Handle new project registrations or review registrations completed outside the Regional Finance team to ensure information matches contracts, purchase orders, and standard client requirements.
  • Assist with opening/closing tasks, budget management, and adding executed change orders to the system.
  • Alert Project Managers to potential budget overages, write-downs, and/or Unrecognized Revenue during the billing schedule.
  • Create and maintain electronic project files for financial documentation, including contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.
  • Apply company quality assurance guidelines for project document management and retention.
• Billing/WIP Management
  • Maintain billing schedules for all projects per contract terms or schedules arranged with the Regional Financial Manager.
  • Initiate billing for all eligible projects and create draft invoices per client billing requirements.
  • Send invoices for review and approval to Project Managers and additional parties as required. Escalate if no response is received to meet deadlines.
  • Finalize invoices in the billing platform and submit invoice packages, including cover pages, applications for payment, lien waivers, and other required backup.
  • Distribute invoices to clients via mail, email, or client portal uploads.
  • Process WIP removals when appropriate or as requested.
  • Research and resolve routine and non-routine billing questions and discrepancies following standard operating procedures.
  • Perform CMELMS responsibilities assigned to regional finance staff.
• Collections
  • Perform routine collections efforts, including phone calls or emails regarding past-due invoices.
  • Document all collection activities in the collections tool, including invoice submission details, expected payment dates, and follow-up communications.
  • Follow up on invoices open past terms or average days paid.
  • Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisors to resolve outstanding accounts receivable issues.
• Procurement
  • Create and approve requisitions for goods and services, document receipt, and ensure accuracy of project information on invoices.
  • Review non-PO-backed invoices, add project information, and approve them.
  • Complete onboarding forms for new suppliers not currently in the procure-to-pay system.
  • Write draft checks from office checkbooks.
  • Perform office credit card reconciliations in the expense report portal.
  • Handle Per Diems and cash advances.
• Follow safety rules and practices, participate in pre-task planning, and report any safety issues or concerns to management.
• Maintain quality standards on all projects.
• Perform other duties as assigned.

Requirements

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