Regional Senior Finance Coordinator

Responsibilities

• Act as lead coordinator, prepare timely and accurate billing for routine and non-routine complex projects per contractual agreements, accounting standards, internal controls, and defined billing cycles/client deadlines; ensure internal approval and timely client delivery with necessary backup.
• Project Setup, Review and Maintenance: responsible for new project registrations and timely review of registrations inside/outside Regional Finance team; ensure info matches contract, PO, client required info; assist with opening/closing tasks; assist with budget management; add executed change orders to system; alert PMs to potential budget overages, write downs, unrecognized revenue during billing schedule; partner with PMs on resolving budget issues; create/maintain electronic project files related to financial documentation (contracts, work authorizations, budget tracking, payment applications, client invoices, internal approvals); manage other files crucial for project financial document management; apply company QA guidelines for document management and retention.
• Billing/WIP Management: maintain billing schedule per contract terms or per schedule arranged with Regional Financial Manager; initiate billing for eligible projects per schedule; create draft invoices per client requirements; send for review/approval to PMs and additional parties; when no response, send email reminders and escalate to meet deadlines; finalize invoices in billing platform and submit invoice packages (cover pages, applications for payment, lien waivers, other backup); distribute invoices via mail, email, client portal uploads; process WIP removals when appropriate; research/resolve complex billing questions/discrepancies per SOP; master CMELMS responsibilities assigned to regional finance staff.
• Collections: perform routine collections efforts (phone calls/emails); communicate with clients regarding past due invoices; add notes in collections tool for all collection activities (invoice submission, expected payment dates, internal/external follow-up); follow up on invoices open past terms/average days paid; collaborate with PMs, Operational Finance, Corporate Collections, direct supervisor to resolve outstanding AR issues.
• Procurement: create and approve requisitions for goods/services, document receipt, ensure accuracy of project info on invoices; fill out onboarding forms for new suppliers not in procure-to-pay system; write draft checks from office checkbooks; office credit card reconciliations in expense report portal; handle per diems/cash advances; follow safety rules and practices; participate in pre-task planning; report safety issues/concerns to management; maintain quality standards on projects; perform other duties as assigned.

Skills

• Exceptional attention to detail
• Analytical skills
• Leadership and mentoring abilities
• Excellent communication skills for interacting with clients and senior management
• Valid driver’s license with acceptable violation history (may be required)

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