Manhattan Finance & Operations Coordinator (3 days/wk)

Ayatana XP; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Ayatana XP is seeking a hands-on Project Finance & Operations Coordinator in Manhattan, three days a week. This role blends finance and operations, focusing on project setup, invoicing, collections, reconciliation and closeout.

The right candidate will support billing processes, monitor budgets, manage vendor and staffing costs, and coordinate with Account Services and leadership to improve tools and procedures over time.

Qualifications

• 2–3 years of experience in project accounting, agency operations, billing, accounts receivable or a comparable project-based environment.
• Experience with invoicing, project reconciliations, budget tracking or accounts receivable processes.
• Strong Excel skills and confidence learning and working across multiple financial and project-management systems.
• Exceptional attention to detail without losing sight of deadlines, priorities and the broader business impact.
• Ability to organize a high volume of projects, transactions and follow-ups while seeking guidance when appropriate.
• Clear, tactful communication and the persistence to obtain missing information and move work forward.
• Sound judgment, discretion and comfort handling confidential employee, client and financial information.
• Experience in experiential marketing helpful but not required.
• Bachelor's degree in accounting, finance, business, operations or related field helpful.

Responsibilities

• Billing and Cash Flow: maintain billing calendar, prepare deposits, milestones and invoices on time.
• Coordinate billing triggers, PO, cash requirements and docs with project teams.
• Track receivables, follow up on collections and escalate issues to Finance & Operations Officer.
• Identify billing delays or discrepancies and assist in resolution.
• Project Financial Management: monitor budgets, scopes, POs and schedules.
• Prepare project reconciliations including costs, staffing, billings and remaining balances.

Skills

Project accounting

Accounts receivable

Invoicing

Budget tracking

Excel

Education

Bachelor's degree in accounting, finance, business, operations or related field

Tools

Finance systems

Accounting software

Job description

Ayatana XP is seeking a hands-on Project Finance & Operations Coordinator in Manhattan, three days a week. This role blends finance and operations, focusing on project setup, invoicing, collections, reconciliation and closeout.

The right candidate will support billing processes, monitor budgets, manage vendor and staffing costs, and coordinate with Account Services and leadership to improve tools and procedures over time.