Operations and Administrative Coordinator

MAP ENGINEERING

JOB DESCRIPTION

Operations & Administrative Coordinator

Position Detail

Description

Job Title: Operations & Administrative Coordinator

Department: Operations

Reports To: Vice President of Operations

Employment Status: Full-Time

Work Arrangement: Office-Based / Partial Remote Flexibility

Travel Requirements: None

Position Summary

MAP Engineering is seeking a highly organized, detail-oriented, and dependable Operations & Administrative Coordinator to support the day-to-day administrative and operational activities of the company.

Reporting directly to the Vice President of Operations, this individual will coordinate several important business functions, including payroll administration, client invoicing, purchase order tracking, contract administration, employee communications, and general HR support.

This position serves as a central point of coordination between MAP management, field employees, and clients, helping ensure information is communicated accurately, administrative processes are followed, and important responsibilities are completed in a timely manner.

The ideal candidate is a proactive self-starter who is comfortable managing multiple responsibilities, working independently, maintaining accurate records, and communicating professionally with employees, clients, and management.

Key Responsibilities

1. Payroll & Employee Administration

• Coordinate payroll processing and collection of employee timecards.
• Review timecards for accuracy, completeness, and proper project allocation.
• Follow up with field employees and supervisors regarding missing or incorrect time entries.
• Assist with employee onboarding, offboarding, and maintenance of employee records.
• Provide general HR and employee administrative support.

2. Client Invoicing & Financial Administration

• Coordinate preparation and submission of client invoices.
• Review employee hours, expenses, and supporting documentation for billing accuracy.
• Track invoice submissions and assist with accounts receivable follow-up.
• Communicate with clients regarding billing questions and documentation requirements.
• Maintain organized billing records and supporting documentation.

3. Purchase Order & Contract Administration

• Maintain and update client purchase order tracking.
• Monitor PO balances, expiration dates, and remaining authorized amounts.
• Coordinate requests for new or updated purchase orders.
• Maintain contract files and track important contract terms, requirements, and renewal dates.
• Communicate potential contract or PO issues to the VP of Operations.

4. Field Employee & Client Communications

• Serve as a central administrative communication point between MAP employees, clients, and management.
• Coordinate communication regarding timecards, payroll, project assignments, billing, and administrative requirements.
• Follow up on outstanding employee and client requests.
• Help resolve routine administrative issues and escalate matters requiring management involvement.
• Maintain positive and professional working relationships with employees and client representatives.

5. General Operations Support

• Assist the VP of Operations with day-to-day administrative and operational coordination.
• Maintain organized electronic records, project files, and company documentation.
• Assist with developing and maintaining consistent administrative procedures.
• Identify opportunities to improve processes, communication, and organizational efficiency.
• Provide administrative support for special projects and other business needs as assigned.

Qualifications & Skills

• Strong proficiency in Microsoft Excel and Microsoft Office applications.
• Excellent computer skills and ability to learn new software and business systems.
• Strong organizational skills and exceptional attention to detail.
• Previous experience with payroll, invoicing, billing, or general accounting administration preferred.
• Experience with purchase order tracking, contract administration, or project coordination preferred.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently, exercise good judgment, and maintain confidentiality.
• Professional demeanor with strong interpersonal and problem-solving skills.

Work Environment

• Full-time position.
• Primarily office-based with flexibility for partial remote work.
• No travel required.
• Works directly with the VP of Operations, MAP management, field employees, and client representatives.

Ideal Candidate

The ideal candidate is a highly organized, dependable, and resourceful professional who enjoys keeping business operations running smoothly. They take ownership of assigned responsibilities, are comfortable communicating with people at all levels, and understand the importance of accuracy, follow-through, and accountability.

This individual should be able to work independently, anticipate needs, identify potential issues, and bring solutions forward while keeping the VP of Operations informed of important

MAP Engineering, also known as Management Alliance Programs, is a top engineering company that is located in the Greater Milwaukee area, provides engineering solutions that exceed expectations of our clients. Capital projects require a significant commitment of company resources that include funding, people and time.