What are the responsibilities and job description for the Regional Finance Coordinator position at TERRACON?
Responsible for coordinating the accurate and timely project registration, billing, collection and procurement practices for an engineering consulting firm.
Terracon is a 100 percent employee-owned multidiscipline consulting firm comprised of more than 8,000 curious minds focused on solving engineering and technical challenges from more than 200 locations nationwide. Since 1965, Terracon has evolved into a successful multi-discipline firm specializing in environmental, facilities, geotechnical, and materials services. Terracon's growth is due to our talented employee-owners exceeding expectations in client service and growing their careers with new and exciting opportunities in the marketplace. Terracon was recognized as the #1 firm in Asbestos and Lead Abatement.
Terracon's vision of "Together, we are best at people" is demonstrated through our excellent compensation and benefits package. Based on eligibility, role and job status, we offer many programs including medical, dental, vision, life insurance, 401(k) plan, paid time off and holidays, education reimbursement, and various bonus programs.
Under general supervision, prepare timely and accurate billing for routine and non-routine projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
Project Setup, Review and Maintenance
- May be responsible for new project registrations or timely review of project registrations completed outside the Regional Finance team, ensuring information matches with contract, purchase order and standard client required information.
- Assist with opening/closing tasks as needed.
- Assist with budget management.
- Add executed change orders to the system
- Alert Project Managers to potential budget overages during billing schedule.
- 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.
- 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.
- When no response from PM during billing timeframe, 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.
- Research and resolve routine and non-routine billing questions and discrepancies following standard operating procedures.
- Perform 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.
Administrative
- Follow safety rules and practices and other safety requirements for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
- Be responsible for maintaining quality standards on all projects.
- Perform other duties as assigned.