Regional Senior Finance Coordinator

Terracon; Ashburn (VA); On-site; USD 60,000 - 80,000; Full time

Job summary

Terracon is seeking a detail-oriented Billing Specialist to coordinate the accurate and timely project registration, billing, collection, and procurement activities for our engineering consulting projects. You will prepare invoices, ensure internal approvals, attach backup, and meet client deadlines under contractual terms.

Working with Project Managers and the Finance team, you will manage project setup, budget reviews, change orders, and WIP, perform routine collections, maintain electronic

Qualifications

• Associate’s degree or equivalent experience plus 4+ years in related work.
• Bachelor’s degree preferred for broader scope and advancement.
• Strong attention to detail and analytical thinking are essential.
• Excellent interpersonal and communication skills for client interactions.
• Valid driver’s license may be required.

Responsibilities

• Coordinate accurate project registrations, billing, collections and procurement per contracts and internal controls.
• Prepare timely, accurate invoices and ensure internal approvals and backup are attached; manage WIP and billing cycles.
• Perform routine collections, monitor overdue accounts, and collaborate with PMs and Finance to resolve AR issues.

Skills

Attention to detail

Analytical skills

Leadership

Mentoring

Excellent communication

Education

Associate’s degree

Bachelor’s degree preferred

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

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 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.
• 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.

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.