Project Billing and Finance Coordinator

MOD Worldwide, LLC•Philadelphia, PA

About The Position

As the Project Billing and Finance Coordinator at MODHealth, you will play a crucial role in the accounting of our projects using the current project management tool, Workamajig. Your responsibilities will include managing client invoicing ensuring accuracy with initial client estimates vendor costs. You will drive efficiencies through the Workamajig, providing training and support to ensure the account and project team is trained on the financial aspects on projects. Additionally, you'll be responsible for submitting and reviewing monthly project billing, and conducting weekly and monthly reconciliations. Your analytical skills will be essential for tracking project performance, developing analysis methods to compare actuals vs. forecasts, and identifying opportunities for profitability optimization. Communication will be key, as you'll collaborate with account and project management teams to resolve discrepancies, monitor outstanding invoices, and support financial initiatives across the organization. Your role will involve ensuring accurate data entry for invoicing while extracting and utilizing data to provide insights, perform variance analysis, and maintain clear communication with the Sr. Controller and Head of Strategic Partnerships & Revenue Operations to ensure financial success at MODHealth.

Requirements

Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field.
Attention to Detail to ensure accuracy in data entry, financial reporting, and reconciliation processes.
Proficiency in Financial Software, including project management software (such as Workamajig).
Excel Skills for creating complex spreadsheets, financial modeling, and data analysis.
Strong Quantitative Skills for analyzing financial data, performing variance analysis, and identifying trends.
At least 1 year of relevant work experience in financial data entry, data management, or a related role, preferably in corporate or financial services.
Familiarity with project management principles and methodologies.
Strong Communication Skills to convey complex financial concepts to non-financial stakeholders.
Problem-Solving Skills to identify issues and propose actionable solutions.
Experience working in cross-functional teams to achieve financial objectives.
Willingness to stay updated through ongoing professional development in financial regulations, tools, and best practices.

Responsibilities

Vendor Invoicing
Reviewing vendor invoices for accuracy against projected estimate/cost
Initial review of print invoices may be completed by Print Coordinator, Jr.Finanical Data Analyst will provide final review before payment
Email approved vendor invoice to HubDoc
Accountant downloads from HubDoc onto bill.com
Effective, clear and timely communication with vendors, as appropriate
Client Invoicing
Deposit Invoice: Post deposit invoice in Workamajig
Reviewing estimate in Workamajig and ensuring accuracy in hours, out-of-pocket costs, and appropriate tax
Final Invoice: Reviewing approved estimate in workamajig, ensuring accuracy in hours, vendor and freelance invoices, appropriate tax, and applied client deposit payment, to gain internal alignment with AM prior to generating invoice on remaining balance
Estimated turnaround time: 1 week from project completion/AM notification and receiving vendor invoices
Once aligned, posting invoice in Workamajig/QBO
Flagging low profitability projects to Head of Strategic Partnerships and Revenue Operations
Accounts Receivable: Tracking client invoice deposits/final payments and notifying Account Manager (AM) if outstanding
Project Management System (Workamajig) – Project Financial Updating
Ensuring Project Billing Status is up-to-date for each project
Internal project invoice collaboration with AM to gain alignment on client invoicing needs
Ensure all vendor and client invoices are saved in Files
Updating receipts/payments, as necessary
Closing out projects, as necessary
Offer suggested enhancements for an efficient, streamlined process
Monthly Billing Reports
Client Invoices: Review for accuracy and provide analytical feedback on monthly billing report
Client Payments: Review for accuracy and provide analytical feedback on monthly billing report
Resolve billing issues, such as discrepancies or disputes, by communicating internally with MODHealth leadership
Participate in planning yearly forecast models alongside MODHealth leadership
Tracking actuals vs forecast thru the year
Support in financial forward initiatives for the company
Effective, accurate and responsive communication with internal and external partners