Regional Finance Coordinator

About the Role

Coordinate 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 billing cycles or client deadlines. Ensure all billing is internally approved, includes necessary backup, and is sent to clients on schedule.
• Project Setup, Review, and Maintenance
  • Handle new project registrations or review registrations completed outside the Regional Finance team, ensuring information matches contracts, purchase orders, and client requirements.
  • Assist with opening/closing tasks and budget management.
  • Add executed change orders to the system.
  • Alert Project Managers to potential budget overages, write-downs, and 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 arrangements with the Regional Financial Manager.
  • Initiate billing for all eligible projects per schedule.
  • Create draft invoices per client billing requirements and send for review/approval to Project Managers and other required parties.
  • Escalate billing reminders if no response from Project Managers 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 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 supervisor 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 invoices.
  • 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’ 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.