Regional Senior Finance Coordinator

General Responsibilities

Responsible for coordinating the accurate and timely project registration, billing, collection and procurement practices for an engineering consulting firm.

Essential Roles And Responsibilities

Acting as a lead coordinator, 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, ensuring that 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, ensuring information matches with contract, purchase order and standard client required information.
• Assist with opening/closing tasks as required.
• Assist with budget management.
• 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. Additionally, 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.
• 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.
• 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.
  
  

Procurement

• 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 procure to pay system.
• Writing draft checks from office checkbooks.
• Office credit card reconciliations in expense report portal.
  
  

Per Diems/Cash Advances.

• 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.
  
  

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.