Regional Senior Finance Coordinator

Terracon•Richmond, VA

About The Position

Coordinates accurate and timely project registration, billing, collections, and procurement practices for an engineering consulting firm. The role acts as a lead coordinator for billing and supports project setup, budget management, project financial document management, work-in-progress (WIP) management, and collections. It works with Project Managers, Regional Finance, Operational Finance, Corporate Collections, clients, and other stakeholders to resolve billing and accounts receivable issues and meet contractual and client deadlines.

Requirements

Associate’s degree and at least 4 years of related experience, or at least 6 years of related experience in lieu of a degree.
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 an acceptable violation history may be required.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Prepare accurate and timely billing for routine and complex projects in accordance with contractual agreements, accounting standards, internal controls, and billing cycles or client deadlines; obtain internal approvals and send invoices with required backup.
Register new projects and review registrations completed by Regional Finance and other teams to ensure details 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, and partner with them to resolve budget issues.
Create and maintain electronic project financial files, including contracts, work authorizations, budget tracking, payment applications, invoices, and internal approvals, following company quality assurance and retention procedures.
Maintain project billing schedules and initiate billing for eligible projects according to contract terms or schedules set with the Regional Financial Manager.
Prepare draft invoices to client specifications, obtain review and approval, and send reminders or escalate when approvals are delayed.
Finalize invoices in the billing platform and submit invoice packages with required cover pages, payment applications, lien waivers, and other backup.
Distribute invoices to clients by mail, email, and client portal uploads.
Process WIP removals when appropriate or requested; research and resolve billing questions and discrepancies according to standard operating procedures.
Perform assigned CMELMS responsibilities for regional finance staff.
Conduct routine collections by phone or email and communicate with clients about past-due invoices.
Document collection activity, invoice submission details, expected payment dates, and internal and external follow-ups in the collections tool.
Follow up on invoices past terms or average days paid and collaborate with Project Managers, Operational Finance, Corporate Collections, and the direct supervisor to resolve outstanding accounts receivable issues.