Regional Senior Finance Coordinator

Responsibilities

• Coordinate the accurate and timely project registration, billing, collection, and procurement practices for an engineering consulting firm.
• Act as a lead coordinator to prepare timely and accurate billing for routine and non‑routine complex projects in accordance with contractual agreements, accounting standards, internal controls, and defined billing cycles or client deadlines; ensure internal approval and send invoices to clients on schedule with all necessary backup.
• Manage new project registrations and review project registrations completed inside and outside the Regional Finance team, ensuring information matches contracts, purchase orders, and standard client requirements.
• Assist with opening/closing tasks as required and assist with budget management.
• Add executed change orders to the system and alert Project Managers to potential budget overages, write downs, and/or unrecognized revenue during the billing schedule.
• Partner with Project Managers to resolve immediate budget‑management issues.
• Create and maintain electronic project files related to financial documentation (contracts, work authorizations, budget tracking, payment applications, client invoices, internal approvals) and manage other files crucial for project financial document management.
• Apply company quality assurance guidelines and procedures for project document management and retention.
• Maintain billing schedules for all projects per contract terms or per schedule arranged with the Regional Financial Manager.
• Initiate billing for all eligible projects per schedule, create draft invoices per client requirements, and send for review and approval to Project Managers and additional parties as required.
• Send email reminders and escalate when no response from a Project Manager during the billing timeframe 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 via 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.
• Perform routine collections efforts (phone calls or emails), communicate with clients regarding past due invoices, and add notes in the collections tool detailing invoice submission, expected payment dates, and internal/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.
• Create and approve requisitions for all goods and services, document receipt, and ensure accuracy of project information on invoices.
• Fill out onboarding forms for new suppliers not currently in the procure‑to‑pay system.
• Write draft checks from office checkbooks and perform office credit card reconciliations in the expense report portal.
• Handle Per Diems/Cash Advances.
• Follow safety rules and practices, participate in pre‑task planning, report safety issues or concerns to management, and maintain quality standards on all projects.
• Perform other duties as assigned.

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.