Project Final Reconciliation Coordinator

Why Join the HWP Group?

Health & Wellness Partners, LLC (HWP), is a medical and scientific communications agency that collaborates with life science industry stakeholders to develop award-winning solutions that advance patient care and transforms scientific content into compelling live and virtual user experiences through digital platforms, congress engagement, and more. We bring clients, providers, and patients outstanding educational programming paired with innovative digital and interactive dissemination vehicles. 

We are committed to making a difference in health care and in the lives of our team members. We aim to provide every employee with a job they love in a culture focused on career growth, well-being, and community outreach. We have been recognized as both an MM+M Best Place to Work and an Inc. Best Workplace. 

For more information, visit thehwpgroup.com . 

What You Need to Know

We’re looking to add a Project Final Reconciliation Coordinator to our Finance & Accounting team. The Project Final Reconciliation Coordinator supports accurate and timely financial management and closeout of a high volume of client projects. This role reconciles approved project budgets and contract terms to activity recorded in financial systems, investigates variances, coordinates resolution of open items with cross-functional partners, maintains audit-ready documentation, and supports final billing and project closure.

What You’ll Do

The Project Final Reconciliation Coordinator is accountable to the Corporate Controller and is responsible for coordinating complete, accurate, and well-documented project financial reconciliations. In addition, this role will:

• Prepare project-level reconciliations comparing approved budgets and contract terms with recorded revenue, costs, and cumulative client billings
• Identify, quantify, and investigate material variances, including unrecorded or unbilled costs and misclassified transactions, and coordinate necessary corrections
• Confirm cumulative invoicing aligns with approved Statements of Work (SOWs) and amendments, and verify that all required invoices, credits, reclassifications, and closeout entries are completed or outstanding items otherwise resolved before recommending project closure
• Coordinate with Accounts Receivable, Business Analysis, Finance, account teams, and operational partners to resolve discrepancies and obtain required supporting documentation and approvals
• Manage a full portfolio of projects and track reconciliation status, open items, owners, and due dates through completion
• Use ERP reports, supporting schedules, and standardized workpapers to validate project coding and maintain consistent reconciliation procedures
• Maintain exception logs and escalate aged, material, or unresolved items in accordance with established protocols
• Maintain audit-ready files containing source reports, calculations, explanations, approvals, and evidence of resolution
• Monitor reconciliation volume, aging, and open exceptions and provide regular status reporting to Finance leadership
• Analyze recurring coding, billing, and handoff issues and recommend improvements to systems, controls, and workflows
• Support reconciliation of legacy project balances and other project accounting analyses as assigned

What You’ll Have

• Associate or bachelor's degree in Accounting, Finance, Business Administration, or related field preferred; equivalent experience considered
• Two or more years of experience in project accounting, billing, revenue operations, or financial reconciliation preferred
• Working knowledge of project accounting concepts, including budgets, revenue recognition, client billing, reimbursable costs, and unbilled revenue
• Experience with ERP systems and project-level financial reporting preferred; NetSuite experience is a plus
• Strong analytical and investigative skills, with the ability to identify discrepancies and resolve issues
• Detail-oriented and organized, with the ability to manage multiple reconciliations and meet deadlines
• Effective cross-functional collaboration skills, particularly with Finance, account teams, and operations
• Clear communication skills, including documenting findings, variances, and required follow-up.
• Sound judgment, accountability, and commitment to accurate, audit-ready documentation.
• Continuous-improvement mindset focused on strengthening processes, controls, and workflows
• Hybrid work setup preferred

What We Offer

• Immediate eligibility for all benefits, including medical, dental, vision, group term life, short-term and long-term disability
• Benefits 100% company paid
• 401k plan employer matching contributions
• Eligibility for company sponsored incentive plans
• Generous PTO, including a week off in December for the holidays
• Paid volunteer time off
• Tuition reimbursement
• On-site gym and other employee wellness initiatives
• Employee Assistance Program
• Comp pay or comp time for onsite weekend work
• Availability of cell-phone stipends, based on business need
• Leadership development training program and other career development programs
• Remote and hybrid work schedule options
• Office locations in Upper Saddle River NJ (HQ), Red Bank NJ, and San Diego CA
• Salary range: $54,000 – $60,000 annually. Note: Actual salary will depend on background and experience.

M/F/D/V

Please note, we will only respond to candidates we deem qualified