Project Finance Coordinator

Our client is a global integrated creative marketing agency that develops brand experiences across strategy, creative, experiential, digital, talent, and public relations. The agency manages high-visibility client projects across multiple markets and operates in a fast-paced, collaborative environment.

Role Overview

The Project Finance Coordinator will partner with Project Managers and the Finance team to ensure client projects remain financially organized, within budget, and aligned with target margins. This role is responsible for coordinating day-to-day project financial activities, including budget tracking, client invoicing, collections, vendor purchase orders, accounts payable, cash-flow monitoring, and financial reporting.

Location

Fully Remote (Work from Home) | 9:00 AM – 5:00 PM EST

Key Responsibilities

Budget & Project Financial Management

• Monitor project budgets throughout the project lifecycle to support financial accuracy and target margin achievement.
• Maintain current project budgets within the agency's project management and accounting system.
• Prepare and distribute burn reports, hours reports, cost-to-date tracking, and other financial updates for internal teams and clients.
• Track project expenses and proactively identify potential budget overages.
• Escalate financial risks and budget discrepancies to Project Managers and senior Finance leadership.
• Coordinate project cash flow and maintain visibility into upcoming vendor payments.
• Support monthly and quarterly revenue forecasting through accurate project financial tracking.
• Collaborate with Project Managers and Finance to complete timely project closeouts.

• Reconcile final project budgets against actual costs, resolve outstanding purchase orders, and prepare project close analyses.

Accounts Receivable & Client Invoicing

• Serve as the primary Accounts Receivable (AR) contact for assigned clients and projects.
• Review Statements of Work (SOWs), Letters of Intent (LOIs), and change orders to verify pricing, agency fees, payment terms, and invoicing schedules.
• Develop and maintain client invoicing schedules based on contractual requirements.
• Prepare client invoices for approval and ensure invoices are issued according to agreed timelines.
• Monitor outstanding receivables and track payments against contractual terms.
• Follow up on overdue invoices and coordinate collections activities.

• Verify that client invoices reference the appropriate purchase orders.

Accounts Payable & Vendor Coordination

• Verify that vendor onboarding documentation is complete before payment processing, including applicable tax, insurance, and agreement documents.
• Create and approve purchase orders in accordance with project budgets and procurement guidelines.
• Review vendor invoices against approved purchase orders and quotes to ensure accuracy.
• Submit complete vendor invoices to Finance within established payment cycles.
• Advise project teams on vendor payment methods and expected payment timelines.
• Support vendor payment-term negotiations and identify opportunities to align payment schedules with project cash-flow requirements.

• Escalate rush-payment requests for appropriate approval.

Financial Reporting & Cross-Functional Collaboration

• Prepare weekly financial updates covering active, executed, and pipeline projects.
• Track and report client purchase orders, billings, receivables, overdue invoices, vendor payments, and outstanding purchase orders.
• Maintain accurate financial information across project management and accounting systems.
• Collaborate with Project Managers, Finance, and cross-functional teams to ensure financial records remain current and reliable.

• Participate in regular project-finance meetings to review ongoing projects, upcoming work, and financial priorities.

Qualifications

Experience

• 2+ years of experience in project finance, accounting coordination, agency operations, or a similar project-based environment.
• Experience supporting multiple concurrent client projects in a fast-paced environment.
• Hands-on experience managing client invoicing, collections, purchase orders, and vendor invoices.
• Experience monitoring project budgets, tracking expenses, and supporting financial reporting.

• Experience coordinating project financial closeouts, including budget reconciliation and outstanding purchase order resolution.

Skills

• Strong proficiency in Microsoft Excel and Google Sheets, including maintaining accurate financial trackers, budgets, and reports.
• Working knowledge of Accounts Receivable processes, including invoicing schedules, payment tracking, and collections.
• Working knowledge of Accounts Payable processes, including purchase orders, vendor invoice verification, and payment coordination.
• Ability to monitor project budgets, identify potential overages, and maintain visibility into financial performance.
• Ability to prepare burn reports, hours reports, cost-to-date analyses, and financial status updates.
• Understanding of project cash-flow tracking and revenue forecasting support.
• Ability to review SOWs, LOIs, and change orders for financial terms and invoicing requirements.
• Strong organizational skills and attention to detail when managing financial records across multiple projects.
• Ability to coordinate effectively with Project Managers, Finance teams, clients, and vendors.
• Ability to proactively identify financial discrepancies, resolve issues, and escalate risks.
• Ability to balance competing priorities and meet deadlines in a fast-paced environment.

• Strong accountability and practical problem-solving skills when managing client and vendor financial obligations.

Preferred Experience & Skills

• Experience supporting project finances within an agency, events, production, creative, or professional services environment.

• Experience using Workbook, Sage, Workamajig, or comparable project management and accounting systems.

What Success Looks Like

• Project budgets, expenses, and target margins remain accurate, current, and accessible to relevant stakeholders.
• Client invoices, collections, purchase orders, and vendor invoices are processed accurately and on schedule.
• Potential budget overages, cash-flow risks, and missing financial information are identified and escalated early.
• Project Managers and Finance teams receive reliable financial reports and timely updates.
• Vendor payments and outstanding purchase orders are tracked and coordinated effectively.

• Projects are closed efficiently with reconciled budgets, resolved purchase orders, and complete financial reporting.

Opportunity

The Project Finance Coordinator will have the opportunity to support the financial success of high-impact creative and experiential projects within a global integrated marketing agency.

This role offers hands-on involvement in project financial management, client billing, vendor coordination, and reporting, with direct collaboration across project and finance leadership to maintain strong financial discipline throughout the project lifecycle.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets