Regional Finance Coordinator

Terracon; Charleston (WV); On-site; USD 42,000 - 62,000; Full time

Job summary

Terracon is seeking a Billing Specialist to ensure accurate project registrations, timely invoicing, and effective collections within an engineering consulting environment. The role involves maintaining electronic financial files, adhering to client agreements, and supporting budget oversight.

The position requires an Associate's degree or equivalent experience, strong attention to detail, and excellent follow-through on billing processes. A valid driver’s license may be needed for on-site tasks.

Qualifications

• Associate's degree with 2+ years related experience, or 4+ years if no degree.
• Excellent attention to detail and problem-solving skills.
• Strong communication and coordination abilities.
• A valid driver's license with acceptable violation history may be required.

Responsibilities

• Prepare timely and accurate billing for projects in accordance with contracts and deadlines.
• Maintain billing schedules, generate drafts, and obtain approvals.
• Conduct collections efforts and communicate payment status to clients.
• Create and maintain electronic project files and ensure QA guidelines.
• Support project setup, budget management, and add executed change orders to the system.
• Assist with opening/closing tasks and alert budgets of potential overruns.
• Adhere to safety and quality standards and perform other duties as assigned.

Skills

Attention to detail

Problem-solving

Communication

Coordination

Education

Associate's degree

Job description

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:

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 elevate 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.

Requirements:

• Associate's degree with a minimum of 2 years' related experience. Or in lieu of a degree, a minimum of 4 years' related experience.
• Excellent attention to detail and problem-solving skills.
• Strong communication and coordination abilities.
• A valid driver's license with acceptable violation history may be required.