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Administrator | Supporting Teams
Administrator | Supporting TeamsUAP • New York, NY, US
Administrator | Supporting Teams

Administrator | Supporting Teams

UAP • New York, NY, US
1 day ago
Job type
  • Full-time
Job description

Administrator | Supporting Teams

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.

If you are a highly organized and detail-oriented professional who enjoys supporting multiple teams and transforming raw information into clarity, this position may be for you. The Administrator | Supporting Teams role is ideal for someone with a background in accounting coordination, office administration, or business operations who thrives in a dynamic, creative environment. Successful applicants will have strong attention to detail, advanced proficiency in Excel and data management, and a natural curiosity for organizing, analyzing, and presenting information to help leaders make informed decisions.

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.

This person will help ensure that all financial and operational data is entered accurately, organized consistently, and summarized effectively for leadership. The role will also provide administrative support across other departments, assisting with data preparation, reporting, and inter-team communication to strengthen alignment and efficiency across the business.

Key Responsibilities :

  • 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 : 24 years in accounting, finance, or administrative roles involving AR / AP or data coordination.
  • Education : Associates or Bachelors degree in Accounting, Business Administration, or a related field preferred.
  • Technical Skills :
  • Advanced 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 (QuickBooks, Xero, NetSuite, etc.).
  • Experience supporting month-end close and reconciliation processes.
  • Soft Skills :
  • 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.

    • Physical Requirements :

  • 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 boxes weighing up to 10 pounds.
  • Visual acuity to read documents, spreadsheets, and computer screens.
  • Ability to hear and communicate clearly in person and by phone.

    • Work Environment :

  • Standard office environment with moderate noise levels.
  • Regular business hours, with occasional overtime during busy accounting cycles or reporting deadlines.

    • Benefits :

  • Competitive salary based on experience and qualifications.
  • Medical, dental, and vision insurance.
  • Flexible spending accounts (medical and dependent care).
  • Commuter and transit benefits.
  • 401(k) retirement plan with 4% company match.
  • Company-paid short-term and long-term disability and life insurance.
  • Paid holidays, Paid Time Off, and sick leave.
  • Opportunities for professional growth and advancement.

    • We offer a vibrant, creative environment with great teammates. Opportunities to work on exciting, high-profile projects.

    Salary Description : $55,000.00 - $70,000.00

    UAP Productions LLC is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. All employment is decided on the basis of qualifications, merit, and business need.

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