Regional Finance Coordinator

This is a fully remote position, open to applicants in Florida.

📋 Description

• Responsible for ensuring the precise and prompt registration, billing, collection, and procurement processes for an engineering consulting firm.

• Under general supervision, produce timely and accurate billing for both routine and non-routine projects, adhering to contractual agreements, accounting standards, internal controls, and specified billing cycles or client deadlines, guaranteeing that all billing is internally approved and dispatched to clients punctually, including all necessary supporting documentation.

• Oversee project setup, review, and maintenance.

• May be tasked with registering new projects or promptly reviewing project registrations completed outside the Regional Finance team, ensuring alignment with contracts, purchase orders, and standard client-required information.

• Provide assistance with opening and closing tasks as needed.

• Support budget management activities.

• Incorporate executed change orders into the system.

• Notify Project Managers of potential budget overruns, write-downs, and/or Unrecognized Revenue during the billing cycle.

• Establish and maintain electronic project files related to financial documentation, which may encompass contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.

• Implement company quality assurance guidelines and procedures for project document management and retention.

• Keep the billing schedule for all projects in accordance with contract terms or as arranged with the Regional Financial Manager.

• Initiate billing for all eligible projects as per schedule.

• Prepare draft invoices following client billing requirements; send for review and approval to Project Managers and other necessary parties.

• In the absence of a response from the Project Manager during the billing period, send email reminders and escalate as necessary to meet deadlines and financial targets.

• Finalize invoices in the billing platform and submit invoice packages, including cover pages, applications for payment, lien waivers, and any other relevant backup documentation according to client billing requirements. Dispatch invoices to external clients through various distribution platforms such as mail, email, and client portal uploads.

• Process WIP removals when appropriate or upon request.

• Investigate and resolve both routine and non-routine billing inquiries and discrepancies in accordance with standard operating procedures.

• Perform CMELMS responsibilities assigned to regional finance personnel.

• Engage in routine collection efforts, which may include phone calls or emails, to communicate with clients regarding overdue invoices.

• Document all collection activities in the collections tool, including specifics on invoice submission, anticipated payment dates, and both internal and external follow-up communications.

• Follow up on all invoices that remain outstanding past their terms/average days paid.

• Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisors to address outstanding accounts receivable issues.

• Create and approve requisitions for all goods and services, document receipt, and ensure accuracy of project details on invoices.

• Review all non-PO backed invoices, add project information, and authorize invoices.

• Complete onboarding forms for new suppliers not currently in the procure-to-pay system.

• Draft checks from office checkbooks.

• Reconcile office credit card transactions in the expense report portal.

• Manage per diems and cash advances.

• Adhere to safety protocols and other safety requirements for all projects. Participate in pre-task planning and report any safety concerns to management.

• Maintain quality standards across all projects.

• Perform additional duties as assigned.

⛳️ Requirements

• Associate’s degree with at least 2 years of related experience, or alternatively, a minimum of 4 years of relevant experience in lieu of a degree.

• Exceptional attention to detail and problem-solving capabilities.

• Strong communication and coordination skills.

• A valid driver’s license with an acceptable violation history may be required.

🏝️ Benefits

• Medical

• Dental

• Vision

• Life insurance

• 401(k) plan

• Paid time off

• Holidays

• Education reimbursement

• Various bonus programs