Regional Finance Coordinator

Regional Finance Coordinator

Full-Time

Onsite

Location: Milwaukee, WI OR Glendale Heights, IL

Pay: $25.25 - $30.25 per hour (Disclosure: varies on location)

Position Overview

The Regional Finance Coordinator is responsible for supporting accurate and timely project financial operations, including project setup, billing, collections, and related financial coordination activities within an engineering consulting environment. This role partners closely with Project Managers and finance leadership to ensure compliance with contractual terms, internal controls, and company policies.

Essential Roles And Responsibilities

Project Setup, Review & Maintenance

• Coordinate new project registrations or review externally initiated setups to ensure alignment with contracts, purchase orders, and client requirements.
• Support project lifecycle activities, including opening and closing tasks.
• Assist with budget tracking and management.
• Enter executed change orders into financial systems.
• Proactively notify Project Managers of potential budget overruns, write-downs, or unrecognized revenue risks.
• Maintain organized electronic project files, including contracts, work authorizations, budgets, invoices, and approvals.
• Follow company quality assurance standards for document management and retention.

• Maintain and manage billing schedules in accordance with contract terms and regional finance guidance.
• Initiate billing for eligible projects and prepare draft invoices based on client-specific requirements.
• Coordinate invoice review and approval with Project Managers and other stakeholders.
• Issue reminders and escalate as needed to meet billing deadlines and financial performance targets.
• Finalize invoices and submit complete billing packages (e.g., cover sheets, payment applications, lien waivers, and supporting documentation) through appropriate client channels (mail, email, or portals).
• Investigate and resolve routine and complex billing discrepancies in accordance with standard procedures.
• Perform assigned CMELMS (or equivalent system) responsibilities.

• Conduct routine collections activities, including client outreach via phone and email for past-due invoices.
• Document all collection efforts in the appropriate system, including communication details and expected payment timelines.
• Monitor and follow up on aging receivables beyond established terms and average days to pay.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and leadership to resolve outstanding accounts receivable issues.

• Associate’s degree in a related field with a minimum of 2 years of relevant experience, or 4+ years of equivalent professional experience in lieu of a degree.
• Strong attention to detail and problem-solving skills.
• Effective communication and coordination abilities, with the ability to work cross-functionally.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Valid driver’s license with an acceptable driving record may be required.