Project Finance Coordinator

This is a fully remote position, open to applicants in Egypt, +4 more countries.

📋 Description

• Oversee project budgets throughout the entire project lifecycle to ensure financial accuracy and achieve target margins.

• Keep project budgets updated within the agency's project management and accounting systems.

• Prepare and circulate burn reports, hours reports, cost-to-date tracking, and other financial updates.

• Monitor project expenses and proactively identify potential budget excesses.

• Report financial risks and budget discrepancies to Project Managers and senior Finance leadership.

• Manage project cash flow and maintain awareness of upcoming vendor payments.

• Assist with monthly and quarterly revenue forecasting.

• Work alongside Project Managers and Finance to ensure timely project closeouts.

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

• Act as the primary Accounts Receivable contact for designated clients and projects.

• Examine SOWs, LOIs, and change orders to confirm pricing, agency fees, payment terms, and invoicing schedules.

• Develop and sustain client invoicing schedules.

• Prepare client invoices for approval and guarantee their timely issuance.

• Monitor outstanding receivables, track payments, follow up on overdue invoices, and coordinate collections.

• Ensure client invoices reference the appropriate purchase orders.

• Confirm vendor onboarding documentation prior to payment processing.

• Create and authorize purchase orders in line with project budgets and procurement guidelines.

• Review vendor invoices against approved purchase orders and quotes.

• Submit complete vendor invoices to Finance within set payment cycles.

• Advise project teams regarding vendor payment methods and timelines.

• Support negotiations of vendor payment terms and align payment schedules with project cash flow needs.

• Expedite rush-payment requests for approval.

• Prepare weekly financial updates covering active, executed, and pipeline projects.

• Track and report on purchase orders, billings, receivables, overdue invoices, vendor payments, and outstanding purchase orders.

• Maintain precise financial information across project management and accounting systems.

• Collaborate with Project Managers, Finance, clients, vendors, and cross-functional teams.

• Participate in regular project-finance meetings.

⛳️ Requirements

• A minimum of 2 years of experience in project finance, accounting coordination, agency operations, or a similar project-based environment.

• Proven experience in supporting multiple concurrent client projects in a dynamic setting.

• Practical experience in managing client invoicing, collections, purchase orders, and vendor invoices.

• Experience in monitoring project budgets, tracking expenses, and supporting financial reporting.

• Competence in coordinating project financial closeouts, including budget reconciliation and resolution of outstanding purchase orders.

• Strong proficiency in Microsoft Excel and Google Sheets.

• Familiarity with Accounts Receivable processes, such as invoicing schedules, payment tracking, and collections.

• Understanding 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.

• Competence in preparing burn reports, hours reports, cost-to-date analyses, and financial status updates.

• Understanding of project cash-flow tracking and revenue forecasting support.

• Capability to review SOWs, LOIs, and change orders for financial terms and invoicing requirements.

• Strong organizational skills and meticulous attention to detail when handling financial records across various projects.

• Ability to collaborate effectively with Project Managers, Finance teams, clients, and vendors.

• Proficient in proactively identifying financial discrepancies, resolving issues, and escalating risks.

• Capability to balance competing priorities and meet deadlines in a fast-paced environment.

• Strong accountability and practical problem-solving skills when managing financial obligations for clients and vendors.

• Experience with Workbook, Sage, Workamajig, or similar project management and accounting systems is preferred.

• Availability to work from 9:00 AM to 5:00 PM EST.

• An English resume is required; English proficiency will be assessed during the application process.

• Completion of the application form and recording a video demonstrating skill sets is necessary.

🏝️ Benefits

• Fully remote work from home.

• Opportunity to support high-impact creative and experiential projects.

• Direct involvement in project financial management, client billing, vendor coordination, and reporting.

• Collaboration with project and finance leadership.

• A global, cooperative work environment.