Regional Finance Coordinator

Terracon•Round Rock, TX

About The Position

The Regional Finance Coordinator supports an engineering consulting firm by coordinating accurate and timely project registration, billing, collections, and procurement. Under general supervision, the role prepares and submits project invoices in accordance with contractual agreements, accounting standards, internal controls, and client deadlines. It also supports project setup and maintenance, work-in-progress management, accounts receivable collections, supplier onboarding, requisitions, invoice approvals, and office expense processes. The position follows company quality assurance and safety procedures, maintains financial project documentation, and performs other duties as assigned.

Requirements

Associate’s degree and at least 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.

Responsibilities

Prepare accurate and timely billing for routine and non-routine projects in accordance with contracts, accounting standards, internal controls, billing cycles, and client deadlines; obtain internal approval and submit invoices with required backup.
Register new projects or review registrations completed outside the Regional Finance team to ensure they match contracts, purchase orders, and client requirements.
Assist with project opening and closing tasks and budget management; add executed change orders to the system.
Alert Project Managers to potential budget overages, write-downs, and unrecognized revenue during billing.
Create and maintain electronic project files for financial documents, applying company quality assurance guidelines for 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 to client requirements and route them to Project Managers and other required parties for review and approval; send reminders and escalate delays as needed.
Finalize invoices in the billing platform and submit invoice packages with required cover pages, payment applications, lien waivers, and other 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 collections by phone or email, communicate with clients about past-due invoices, and document collection activity and follow-ups in the collections tool.
Follow up on invoices outstanding beyond terms or average payment days and collaborate with Project Managers, Operational Finance, Corporate Collections, and the direct supervisor to resolve 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 suppliers not already in the procure-to-pay system.
Write draft checks from office checkbooks and reconcile office credit cards in the expense report portal.
Process per diems and cash advances.
Follow safety rules and requirements, participate in pre-task planning, and report safety concerns to management.
Maintain quality standards on all projects and perform other duties as assigned.