Regional Finance Coordinator

Responsibilities

• Coordinate accurate and timely project registration, billing, collection and procurement practices.
• Prepare timely and accurate billing for routine and non‑routine projects per contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines; ensure internal approval and timely sending to clients, attaching necessary backup.
• Project Setup, Review and Maintenance: may be responsible for new project registrations or timely review of project registrations completed outside the Regional Finance team; ensure information matches contract, purchase order and standard client required information.
• Assist with opening/closing tasks as needed.
• Assist with budget management.
• Add executed change orders to the system.
• Alert Project Managers to potential budget overages during the billing schedule.
• Create and maintain electronic project files related to financial documentation (contracts, work authorizations, budget tracking, payment applications, client invoices, internal approvals).
• Apply company quality assurance guidelines and procedures for project document management and retention.
• Maintain billing schedule for all projects per contract terms or per schedule arranged with the Regional Financial Manager.
• Initiate billing for all eligible projects per schedule.
• Create draft invoices per client billing requirements; send for review and approval to Project Managers and additional parties as required.
• When no response from a Project Manager during the billing timeframe, send email reminders and escalate as required to meet deadlines and financial metrics.
• Finalize invoices in the billing platform and submit invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup per client billing requirements.
• Distribute invoices to external clients through various distribution platforms (mail, email, client portal uploads).
• Research and resolve routine and non‑routine billing questions and discrepancies following standard operating procedures.
• Perform CMELMS responsibilities assigned to regional finance staff.
• Perform routine collections efforts (phone calls or emails); communicate with clients regarding past due invoices.
• Add notes in the collections tool for all collection activities including specifics on invoice submission, expected payment dates, and internal and external follow‑up communications.
• Follow up on all invoices open past terms/average days paid.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisor to resolve outstanding accounts receivable issues.
• Follow safety rules and practices and other safety requirements for all projects; participate in pre‑task planning; 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’ 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.