Project Finance & Operations Coodinator

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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…