Regional Finance Coordinator

General Responsibilities

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

Essential Roles And 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, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
• May be responsible for new project registrations or timely review of project registrations completed outside the Regional Finance team, ensuring information matches with contract, purchase order and standard client required information.
• Affirmative action statement: Assist with opening/closing tasks as needed.
• Affirmative action statement: Assist with budget management.
• Affirmative action statement: Alert Project Managers to potential budget overages, write downs, and/or Unrecognized Revenue during billing schedule.
• Affirmative action statement: Create and maintain electronic project files related to financial documentation, which may include contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.
• Affirmative action statement: Apply company quality assurance guidelines and procedures for project document management and retention.
• Affirmative action statement: Maintain billing schedule for all projects per contract terms or per schedule arranged with Regional Financial Manager.
• Affirmative action statement: Initiate billing for all eligible projects per schedule.
• Affirmative action statement: Create draft invoices per client billing requirements; Send for review and approval to PM’s and additional parties as required by account.
• Affirmative action statement: When no response from PM during billing timeframe, send email reminders and escalate as required to meet deadlines and financial metrics.
• Affirmative action statement: 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.
• Affirmative action statement: Distribute invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads.
• Affirmative action statement: Process WIP removals when appropriate or as requested.
• Affirmative action statement: Research and resolve routine and non-routine billing questions and discrepancies following standard operating procedures.
• Affirmative action statement: Perform CMELMS responsibilities assigned to regional finance staff.
• Affirmative action statement: Perform routine collections efforts which could include phone calls or emails.
• Affirmative action statement: Communicate with clients regarding past due invoices.
• Affirmative action statement: Add notes in the collections tool for all collection activities including specifics on invoice submission, expected payment dates, and both internal and external follow-up communications.
• Affirmative action statement: Follow up on all invoices open past terms/ average days paid.
• Affirmative action statement: Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisor to resolve outstanding AR issues.
• Affirmative action statement: Create and approve requisitions for all goods and services, document receipt, and ensure accuracy of project information on invoices.
• Affirmative action statement: Review all non-PO backed invoices, add project information, and approve invoices.
• Affirmative action statement: Fill out onboarding forms for new suppliers not currently in procure to pay system.
• Affirmative action statement: Write draft checks from office checkbooks.
• Affirmative action statement: Office credit card reconciliations in expense report portal.
• Affirmative action statement: Per Diems/Cash Advances.
• Affirmative action statement: Follow safety rules and practices and other safety requirements for all projects.
• Affirmative action statement: Participate in pre-task planning.
• Affirmative action statement: Report any safety issues or concerns to management.
• Affirmative action statement: Perform other duties as assigned.

Requirements

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