Regional Senior Finance Coordinator

General Responsibilities

• Coordinate the accurate and timely project registration, billing, collection and procurement practices.
• Prepare timely and accurate billing for a variety of routine and non-routine complex 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

• Responsible for new project registrations and timely review of project registrations completed both inside and outside the Regional Finance team.
• Avoid information mismatches with contract, purchase order and standard client required information.
• Assist with opening/closing tasks as required.
• Add executed change orders to the system.
• Alert Project Managers to potential budget overages, write downs, and/or Unrecognized Revenue during billing schedule.
• Partner with Project Managers on resolving any immediate issues related to budget management.
• 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.
• Manage other files crucial for facilitating project financial document management.
• Apply company quality assurance guidelines and procedures for project document management and retention.

Billing/WIP Management

• Maintain billing schedule for all projects per contract terms or per schedule arranged with Regional Financial Manager.
• Initiate billing for all eligible projects per schedule.
• Create draft invoices per client billing requirements; Send for review and approval to PM’s and additional parties as required by account.
• 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 e.g., mail, email, and client portal uploads.
• Process WIP removals when appropriate or as requested.
• Research and resolve complex routine and non-routine billing questions and discrepancies following standard operating procedures.
• Master 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.

Requirements

• Associate’s degree with a minimum of 4 years’ related experience.
• Or in lieu of a degree, a minimum of 6 years’ related experience.
• Bachelor’s degree preferred.
• Exceptional attention to detail and analytical skills.
• Leadership and mentoring abilities.
• Excellent communication skills for interacting with clients and senior management.
• A valid driver’s license with acceptable violation history may be required.