Regional Finance Coordinator

Terracon•Little Rock, AR

About The Position

The Regional Finance Coordinator is responsible for coordinating accurate and timely project registration, billing, collections, and procurement practices for an engineering consulting firm. Under general supervision, the role prepares and processes project invoices, maintains project financial documentation, conducts collections follow-up, and supports procurement and office finance activities. The coordinator follows company quality assurance, safety, and financial procedures and performs other duties as assigned.

Requirements

Associate’s degree and a minimum of 2 years of related experience, or a minimum of 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 timely and accurate billing for routine and non-routine projects in accordance with contractual agreements, accounting standards, internal controls, billing cycles, and client deadlines; obtain internal approvals and send invoices with necessary backup.
Register new projects or review registrations completed outside the Regional Finance team, checking information against 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 during billing.
Create and maintain electronic project financial files, including contracts, work authorizations, budget tracking, payment applications, invoices, and approvals, following document management and retention procedures.
Maintain project billing schedules and initiate billing for eligible projects.
Prepare draft invoices based on client requirements, obtain review and approval from Project Managers and other required parties, and send reminders or escalate when approvals are delayed.
Finalize invoices in the billing platform and submit invoice packages with applicable cover pages, payment applications, lien waivers, and supporting documents.
Distribute invoices to clients by mail, email, or client portals.
Process work-in-progress removals when appropriate or requested, and research and resolve routine and non-routine billing questions and discrepancies.
Perform assigned CMELMS responsibilities for regional finance staff.
Conduct routine collections by phone or email, communicate with clients about past-due invoices, document collection activity, and follow up on invoices past 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 in the procure-to-pay system.
Write draft checks from office checkbooks, reconcile office credit cards in the expense report portal, and process per diems and cash advances.
Follow safety rules and practices, participate in pre-task planning, and report safety concerns to management.
Maintain quality standards on all projects.
Perform other duties as assigned.