Project Finance & Operations Coodinator

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

Project Finance & Operations Coordinator

Location - Manhattan – 3 days per week

Employment - Full-Time

The Role

AYATANA XP

Project Finance & Operations Coordinator

Location - Manhattan – 3 days per week

Employment - Full-Time

The Role

This is not a traditional finance position. It is a hands-on project coordination and operations role with important accounting responsibilities. The Project Finance & Operations Coordinator supports the financial side of AXP's client work—from project setup and monitoring through invoicing, collection, reconciliation and closeout.

The role is central to AXP's billing and cash-flow process and works closely with Account Services, company leadership and clients. The right person will be comfortable with detailed transaction work, organized follow-through and asking questions when information is missing. This position offers the opportunity to develop broader responsibility for project finance and agency operations over time.

Primary ResponsibilitiesBilling and Cash Flow

• Maintain the project billing calendar and prepare deposits, installments, milestone billings and final invoices accurately and on time.
• Coordinate with project teams to confirm billing triggers, purchase orders, cash requirements and supporting documentation.
• Track outstanding receivables and anticipated collections; conduct routine follow-up and elevate collection issues to the Finance & Operations Officer.
• Identify billing delays or discrepancies early and assist in resolving them.

Project Financial Management

• Monitor active projects against approved budgets, scopes of work, purchase orders and billing schedules.
• Prepare and maintain project reconciliations, including committed costs, vendor expenses, staffing costs, billings and remaining balances.
• Work with project owners to investigate variances, missing costs, scope changes and items requiring client approval; escalation material issues to the Finance & Operations Officer.
• Coordinate the financial closeout of completed projects so that all costs are captured, final billing is issued and project records are complete.
• Prepare recurring project-status and budget-to-actual reports and provide supporting information for cash-flow reporting.

Brand Ambassador Staffing and Vendor Processing

• Extract and review weekly Brand Ambassador staffing invoices and supporting data from AXP's proprietary staffing system.
• Reconcile staffing activity to approved programs, markets, rates and client budgets, and coordinate corrections when necessary.
• Track vendor invoices and commitments to ensure costs are assigned to the correct project and reflected in project forecasts.

Expense Reports and Accounting Support

• Administer employee expense-report processing, including review for completeness, coding, supporting documentation and policy compliance.
• Resolve expense-report questions with employees and project teams and ensure costs are allocated to the appropriate client and project.
• Support accounts payable, month-end reporting, audit requests and other accounting or operational projects as needed.
• Maintain orderly, accurate project and financial records.

Process and Team Coordination

• Serve as a practical liaison among Finance & Operations, Account Services and Production.
• Maintain clear trackers, deadlines and follow-ups across multiple concurrent client programs.
• Recommend practical improvements to tools, reports and procedures that support accurate and timely project financial management.
• Assist team members with routine billing, expense and project-finance process questions.

What We Are Looking For

• 2–3 years of experience in project accounting, agency operations, billing, accounts receivable or a comparable project-based environment.
• Working 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, advertising, events or another agency environment is helpful, but not required.
• Bachelor's degree in accounting, finance, business, operations or a related field is helpful, but equivalent practical experience will be considered.

Success in This Role

Success means invoices are prepared when they should be, costs are captured and reconciled promptly, project records are dependable, and the Finance & Operations Officer receives timely information about receivables, variances and potential issues. It also means becoming the person who notices what is missing, asks the next question and follows routine matters through to completion while knowing when to elevate.

About Ayatana XP

Ayatana XP is an experiential marketing agency that creates and executes brand experiences, events and field programs. Our work is fast-moving, collaborative and project-driven. We value people who take ownership, communicate directly and are willing to work across functions to get the details—and the outcome—right.

Equal Employment Opportunity

AXP is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability