Finance & Operations Coordinator

Marr Traffic Inc is a traffic data analytics company, specializing in traffic data collection used by Departments of Transportation and private engineering firms to make roadways safer. We are looking to expand our small team to help support scalability and growth across the company. About Marr Traffic Marr Traffic Inc is a traffic data analytics company, specializing in traffic data collection used by Departments of Transportation and private engineering firms to make roadways safer. We are looking to expand our small team to help support scalability and growth across the company. Position Summary The Finance & Operations Coordinator is a cross departmental support role responsible for ensuring the smooth day-to-day operation of the business by supporting administrative functions, office management, finance, human resources, fleet operations, travel coordination, and company-wide initiatives. This role serves as a central point of coordination across departments, helping maintain efficient processes, strong organizational systems, and a positive employee experience. Key Responsibilities Finance & Accounting Accounts Receivable Convert estimates into customer invoices. Distribute invoices via email or customer portals. Maintain accurate customer contact information. Monitor and follow up on outstanding invoices. Prepare reports on aging receivables, missing purchase orders, and outstanding balances. Communicate professionally with customers regarding billing inquiries. Prepare and submit monthly DOT invoices and supporting documentation. Manage invoice verification communications. Accounts Payable & Bookkeeping Review, code, and process vendor invoices through approval workflows. Ensure Ramp transactions contain complete and accurate coding and supporting documentation. Follow up with cardholders regarding missing receipts or transaction details. Sync completed transactions into QuickBooks Online. Compile and provide month-end financial documentation to the external accounting team. Finance Support Serve as payroll backup and primary point of contact when the Finance Manager is out of the office. Provide administrative and operational support to the Finance Manager as needed. Operations & Administration Company-Wide Coordination Plan, coordinate, and execute company trainings, meetings, and team-building events. Support cross-functional initiatives and provide operational assistance across departments. Serve as the administrator for company software platforms, including Kudos, Trainual, Rippling, BetterBookClub, Azuga, Ramp, and other business systems. Manage office supply inventory and procure office necessities. Coordinate all shipping and receiving needs. Answer and direct incoming phone calls and voicemails. Monitor and manage the company’s primary "Hello" email inbox. Pick up company mail from the Nashville Entrepreneur Center on a weekly basis. Track projects and tasks to ensure deadlines and deliverables are completed on schedule. Travel Coordination Manage hotel reservations for installation teams. Coordinate additional employee travel and lodging requests as needed. Office & Facilities Management Support fleet management across all company locations. Coordinate vehicle rentals, maintenance appointments, and related payments. Assist with insurance claims following submitted incident reports. Support office lease administration alongside the Finance Manager. Manage office utility accounts. Maintain office compliance requirements, including business licenses, HVAC servicing, fire extinguisher inspections, and other facility-related obligations. Standard Operating Procedures (SOP) Management Lead the company's SOP documentation process. Organize process documentation priorities and maintain the SOP roadmap. Assign process owners and establish documentation deadlines. Review and format completed SOPs for consistency. Publish documentation within the company's training platform and assign appropriate employee access. Human Resources Coordinate recruiting efforts, including: Posting job advertisements Screening applicants Scheduling interviews Manage onboarding logistics in partnership with hiring managers and the Finance Manager. Serve as a primary point of contact for new hire onboarding. Qualifications 3+ years of experience in office management, business operations, administration, or a related role. Experience supporting accounting, HR, or operations functions. Strong organizational and project management skills with exceptional attention to detail. Excellent written and verbal communication skills. Ability to manage multiple priorities and deadlines independently. High level of professionalism and discretion when handling confidential information. Proficiency with Microsoft Office and Google Workspace. Experience with QuickBooks Online, Ramp, Rippling, Trainual, or similar business software is preferred. Preferred Skills Experience coordinating recruiting and employee onboarding. Knowledge of accounts payable and accounts receivable processes. Familiarity with vendor management, office facilities, and fleet coordination. Experience documenting and improving business processes. Ability to work collaboratively across multiple departments while taking ownership of operational initiatives. Success in This Role The ideal candidate is highly organized, proactive, and service-oriented, with the ability to balance administrative excellence with operational execution. They enjoy building efficient systems, supporting team members across the organization, and ensuring that business operations run smoothly every day. #J-18808-Ljbffr