Regional Finance Representative

About the Role

Coordinate accurate and timely project registration, billing, and collection practices for an engineering consulting firm.

Responsibilities

• Prepare routine billing for designated projects in accordance with contractual agreements, accounting standards, and internal controls, ensuring all billing is internally approved and sent to clients on schedule with necessary backup.
• Project Setup, Review, and Maintenance
  • Assist with timely review of project registrations to ensure information matches contracts, purchase orders, and client requirements.
  • Assist with opening/closing tasks as needed.
  • Add executed change orders to the system.
  • Maintain assigned 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
  • Assist Regional Finance team members with maintaining the billing schedule for all projects per contract terms or arranged schedules.
  • Initiate billing for all eligible projects per schedule.
  • Generate draft invoices per client billing requirements and send for internal review and approval.
  • Escalate billing issues if no response from Project Managers during the billing timeframe.
  • 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 external clients via mail, email, or client portal uploads.
  • Assist with CMELMS responsibilities assigned to regional finance staff.
• Collections
  • Perform routine collections efforts, including phone calls or emails to clients regarding past due invoices.
  • Add notes in the collections tool for all collection activities, including invoice submission details, expected payment dates, and follow-up communications.
  • Follow up on all 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.

Requirements

• Associate’s degree in a related field, or a high school diploma or equivalent plus a minimum of 2 years’ accounting-related experience.
• Attention to detail and accuracy.
• Good communication skills for internal coordination.
• Ability to follow instructions and meet deadlines.
• A valid driver’s license with acceptable violation history may be required.