Project Finance Coordinator

ABOUT AGAR/

We are Cultural Wondermakers, founded on the premise that as the world continues to become more transactional, wonder has become a radical act. At AGAR, we merge experiential marketing, retail innovation, hospitality, and public art to transform the everyday into an opportunity for wonder.

AGAR is also the red substance in a petri dish that’s used to grow culture. AGAR has been growing culture through experiences since 2008.

POSITION DESCRIPTION/

AGAR is seeking a Project Finance Coordinator in the Greater Cincinnati area to support the financial management of projects from bid through closeout. This role is responsible for producing fast, accurate budget estimates, often before a creative concept, vendor pricing, or the full project scope has been finalized, while sourcing and managing the vendors those budgets depend on. The Project Finance Coordinator will work closely with Account, Creative, and Production teams, as well as directly with clients, to develop project budgets, track actual spend against budget throughout each project's lifecycle, prepare reconciliations, and provide financial reporting from bid through closeout.

This role will be integral to AGAR's day-to-day financial operations by ensuring accurate project tracking and reporting across active jobs. Working under the direction of the Controller, the Project Finance Coordinator will support reconciliations and maintain project finance processes and reporting tools. This position is designed for a professional seeking to grow into broader project finance responsibilities as AGAR continues to scale.

WHO WE NEED/

With AGAR's fast-paced project environment and quick-turnaround timelines, the Project Finance Coordinator must be able to produce credible, defensible budget estimates quickly, even with incomplete information. This happens daily and is the core responsibility of the role. The ideal candidate has hands-on experience sourcing vendors, comparing quotes, negotiating terms, and holding vendors accountable to cost, scope, and delivery commitments throughout the project lifecycle. Equally important is the ability to discuss budgets, estimates, and cost constraints directly with clients, as well as collaborate with internal Account, Creative, Production, and Operations teams. Strong Excel skills and experience using accounting, project management, and time-tracking systems are required. Familiarity with QuickBooks is preferred.

JOB RESPONSIBILITIES/

• Build accurate project budget estimates quickly from creative briefs, vendor quotes, historical data, and market rates, often before full scope or pricing is finalized.
• Source and manage vendors, including quote comparisons, payment terms, and accountability for cost, scope, and timeline commitments.
• Track project spend against budget, monitor job costs and profitability, and proactively communicate risks, variances, and recommendations to project teams and the Controller.
• Communicate budgets, estimates, and cost constraints clearly to clients and internal Account, Creative, and Production teams, translating financial data into actionable insights.
• Partner with department leads to forecast resource needs, labor hours, and project margins while supporting Statements of Work, change orders, and other financial documentation.
• Lead project reconciliations, job closeouts, project setup, and quality control of financial data across systems.
• Maintain vendor rate databases, project finance templates, reporting tools, and documented processes while supporting continued improvements as AGAR scales.
• Represent AGAR’s vision, mission, guiding principles, and values while contributing to team meetings and process improvement initiatives.

DESIRED SKILLS & EXPERIENCE/

• Proven ability to build accurate budget and cost estimates quickly, often with incomplete information and tight deadlines. This is the most important qualification for this role.
• 3+ years of experience in estimating, procurement, vendor management, cost accounting, or project finance within a project-based, bid-driven environment such as experiential marketing, events/production, construction, architecture, engineering, or manufacturing. Candidates with estimating or vendor management experience outside of traditional finance roles are encouraged to apply.
• Experience sourcing and managing vendors, including obtaining quotes, negotiating terms, and ensuring accountability to cost, scope, and timeline commitments. Ability to communicate budgets, estimates, and cost constraints clearly with clients and cross-functional teams.
• Strong understanding of budgeting, job costing, reconciliations, profitability analysis, and project financial reporting. Advanced Excel skills and experience with QuickBooks or comparable ERP/accounting systems required.
• Experience with project management, time-tracking, and reporting tools. Bachelor’s degree in Finance, Accounting, Business, or related field preferred, or equivalent professional experience.
• Ability to handle confidential information with discretion; must pass a background check and provide professional references upon request.

OUR CORE VALUES/

• Embrace Being Uncomfortable - The greatest learning moments occur when outside of your comfort zone.
• Execute with Excellence - provide agile service without compromising quality of work.
• Constantly Curious - Immerse into experiences and think outside the norm.
• All Hands on Deck, Always - No matter the nature of the job, we get it done together.
• Truth in Words and Actions - Take ownership and accountability.