Regional Collections Coordinator - Part Time

Terracon•Tampa, FL

About The Position

The Regional Collections Coordinator coordinates accurate and timely project registration, billing, collections, and procurement practices for an engineering consulting firm. Under general supervision, the role prepares and submits project billing in accordance with contracts, accounting standards, internal controls, billing cycles, and client deadlines. It also supports project setup and maintenance, work-in-progress management, collections, purchasing, and project financial documentation. The position follows company quality assurance and safety procedures and may perform other duties as assigned.

Requirements

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

Nice To Haves

Experience using Oracle systems.

Responsibilities

Prepare accurate and timely billing for routine and non-routine projects in accordance with contractual agreements, accounting standards, internal controls, billing cycles, and client deadlines.
Ensure billing is internally approved, sent to clients on schedule, and supported by required documentation.
Register, review, and maintain project information, ensuring it matches contracts, purchase orders, and client requirements.
Assist with project opening and closing tasks and budget management.
Add executed change orders to the system and alert Project Managers to potential budget overages, write-downs, or unrecognized revenue.
Create and maintain electronic project financial files, including contracts, work authorizations, budget tracking, payment applications, invoices, and approvals.
Apply quality assurance guidelines and procedures for project document management and retention.
Maintain billing schedules and initiate billing for eligible projects according to contract terms or schedules arranged with the Regional Financial Manager.
Prepare draft invoices according to client requirements and send them to Project Managers and other parties for review and approval.
Send reminders and escalate delayed invoice approvals as needed to meet deadlines and financial metrics.
Finalize invoices in the billing platform and submit invoice packages with required supporting materials.
Distribute invoices to clients by mail, email, and client portals.
Process work-in-progress removals when appropriate or requested.
Research and resolve routine and non-routine billing questions and discrepancies according to standard operating procedures.
Perform assigned CMELMS responsibilities for regional finance staff.
Conduct routine collection efforts, including calls or emails, and communicate with clients about past-due invoices.
Record collection activity in the collections tool, including invoice submission details, expected payment dates, and internal and external follow-ups.
Follow up on invoices open past their terms or average days paid.
Collaborate with Project Managers, Operational Finance, Corporate Collections, and the direct supervisor to resolve outstanding accounts receivable issues.
Create and approve requisitions for goods and services, document receipt, and verify project information on invoices.
Review non-purchase-order-backed invoices, add project information, and approve them.
Complete onboarding forms for new suppliers not already in the procure-to-pay system.
Write draft checks from office checkbooks.
Reconcile office credit cards in the expense report portal and handle per diems and cash advances.
Follow project safety rules and practices, participate in pre-task planning, and report safety issues or concerns to management.
Maintain quality standards on all projects.
Perform other duties as assigned.