Regional Finance Representative

General Responsibilities

• Prepare routine billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines.
• Ensure all billing is internally approved and sent to clients on schedule, attaching all necessary backup.

Project Setup, Review and Maintenance

• Afford assistance with timely review of project registrations, completed both inside and outside the Regional Finance team, ensuring information matches with contract, purchase order and standard client required information.
• Afford assistance with opening/closing tasks as needed.
• Add executed change orders to the system.
• Maintain assigned electronic project files related to financial documentation, which may include contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.
• Apply company quality assurance guidelines and procedures for project document management and retention.

Billing/WIP Management

• Assist Regional Finance team members with maintaining billing schedule for all projects per contract terms or per schedule arranged with Regional Finance Manager.
• Initiate billing for all eligible projects per schedule.
• Generate draft invoices per client billing requirements; send for appropriate internal review and approvals prior to sending to PM’s and additional parties as required by account.
• When no response from PM during billing timeframe, escalate within Regional Finance team appropriately or work directly with PM.
• 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 e.g., mail, email, and client portal uploads.
• Afford assistance with CMELMS responsibilities assigned to regional finance staff.

Collections

• Perform routine collections efforts which could include 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 both 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 AR issues.

Procurement

• Fill out onboarding forms for new suppliers not currently in procure to pay system.
• Create requisitions for all goods or services purchases.
• Create receipts for invoices once the good or service is received, and the invoice is correct.
• Office credit card reconciliations in expense report portal.
• Follow safety rules and practices and other safety requirements for all projects.

Requirements

• Associate’s degree in related field.
• Or in lieu of a degree, 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.