Financial and Administrative Assistant

Overview

UAP | Urban Art Projects believes incredible things don't just happen; they're created, nurtured, believed in. Spanning art, architecture, design, environments, and everything in between – UAP works with artists and creatives to make incredible things all over the world.

UAP collaborates with emerging and renowned artists, architects, developers, and designers; to deliver creative outcomes for the public realm. We engage in all aspects of the delivery process from curatorial services and design development, through to fabrication and installation.

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The purpose of the Administrator | Supporting Teams role is to provide day-to-day administrative, financial, and data-management support across UAP’s Accounting and Operations functions. Based in New York City, this role will sit within UAP’s U.S. accounting and operations team and play a vital role in ensuring accurate and efficient handling of Accounts Receivable (AR), Accounts Payable (AP), month-end close processes, and flex analysis
.

Accounting & Financial Support (Primary Focus)

• Perform timely and accurate Accounts Payable (AP) and Accounts Receivable (AR) data entry, invoice matching, and transaction recording.
• Support the month-end close process
  , including reconciliations, ledger reviews, and preparing journal entries.
• Assist with flex analysis
  , helping leadership understand project performance, budget variances, and financial trends.
• Reconcile vendor and client accounts, monitor outstanding balances, and coordinate with suppliers and internal teams to resolve discrepancies.
• Compile, verify, and format financial data for leadership use in decision-making and internal presentations.
• Maintain organized digital filing systems for invoices, payments, and supporting documentation.
• Prepare recurring Excel-based reports to track AR/AP activity, monthly close summaries, and flex analysis metrics.

Data & Administrative Support

• Sort, clean, and filter large datasets in Excel to produce clear, actionable summaries.
• Maintain and update internal databases to ensure consistency and accuracy of key financial and operational information.
• Assist in preparing and submitting compliance and reporting documentation.
• Support office-wide administrative needs, ensuring smooth coordination between accounting, operations, and leadership teams.

Team & Operations Support

• Support People & Culture, Operations, and Project Management teams with documentation, onboarding logistics, and data reporting as required.
• Maintain confidentiality of sensitive company and employee information.
• Coordinate internal communications, scheduling, and document preparation related to meetings and reporting cycles.
• Role-model UAP’s values of creativity, collaboration, and craftsmanship through a positive and proactive approach to teamwork.

Skill Requirements

• Experience:
  
  2–4 years in accounting, finance, or administrative roles involving AR/AP or data coordination.
• Education:
  
  Associate’s or Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
• Technical Skills
• A dvanced Excel proficiency (formulas, pivot tables, data cleaning, analysis) and data management capabilities.
• Strong understanding of AR/AP workflows and reconciliation practices.
• Ability to prepare and interpret flex analysis and month-end close reports.
• Familiarity with accounting or ERP software (Quick Books, Xero, Net Suite, etc.).
• Experience supporting month-end close and reconciliation processes.
• Excellent organizational skills and attention to detail.
• Clear communication and collaborative working style.
• Ability to manage multiple priorities and deadlines across departments.
• Discretion when handling confidential financial or HR information.
• Positive, proactive, and service-oriented attitude.
• Reliable time-management and follow-through.

• Prolonged periods of sitting at a desk and working on a computer (up to 8 hours per day).
• Frequent use of hands and fingers for typing, data entry, and handling paperwork.
• Occasional standing, walking, bending, or reaching to access files or office supplies.
• Ability to lift and carry office materials or…