Regional Finance Coordinator

Terracon; Midvale (UT); On-site; USD 52,000 - 75,000; Full time

Job summary

Terracon is seeking a Finance Coordinator to coordinate project registration, billing, collections, and procurement for multiple engineering projects. You will support budget tracking, change orders, and invoice packages while maintaining accurate electronic project files.

The role requires attention to detail, strong communication, and the ability to collaborate with Project Managers and regional finance teams. A valid driver’s license may be required for field-related tasks.

Qualifications

• Associate’s degree with a minimum of 2 years’ related experience, or 4 years’ related experience in lieu of degree.
• Attention to detail and problem-solving skills.
• Strong communication and coordination abilities.
• A valid driver’s license may be required.

Responsibilities

• Coordinate accurate and timely project registration, billing, collection, and procurement practices.
• Set up, review, and maintain project records ensuring contract, PO, and client requirements match.
• Maintain billing schedules and initiate invoicing per schedule; prepare drafts for review.
• Escalate issues to meet deadlines and financial metrics when PMs are unavailable.
• Create and maintain electronic project files with contracts, budgets, invoices, and approvals.
• Provide CMELMS responsibilities to regional finance staff as assigned.
• Perform routine collections via calls or emails and document follow-up actions.
• Process requisitions, review non-PO invoices, and assist with supplier onboarding.

Skills

Billing

AR collections

Budget management

Project coordination

Communication

Education

Associate’s degree

Tools

CMELMS

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:

• 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, write downs, and/or Unrecognized Revenue 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.
  • Process WIP removals when appropriate or as requested.
  • 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.
• Procurement
  • Create and approve requisitions for all goods and services, document receipt, and ensure accuracy of project information on invoices.
  • Review all non-PO backed invoices, add project information, and approve 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 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.