Sitech Administrative Operations Coordinator

Thompson Machinery
dental insurance, life insurance, paid time off, paid holidays, tuition reimbursement, 401(k), profit sharing, company vehicle
United States, Tennessee, Nashville
Jun 11, 2025
Sitech Administrative Operations Coordinator ABOUT US Looking for more than just a job? At Thompson Machinery, we've been powering progress since 1944. We are the go-to Caterpillar dealer for Middle and West Tennessee and North Mississippi. Come join a team where our mission is simple: deliver smart solutions, build lasting partnerships, strengthen the communities we call home and invest in your growth. WHAT YOU WILL DO The Administrative Operations Coordinator plays a vital role in the smooth operation of front office functions, inventory handling, financial processing, and inter-branch coordination. This individual manages a variety of essential tasks ranging from answering phones and processing invoices to maintaining inventory flow and customer accounts. This role requires high attention to detail, multitasking skills, and the ability to work independently within a structured but dynamic environment. RESPONSIBILITIES Front Office & Customer Service Answer and direct incoming phone calls professionally and courteously. Attend to walk-in traffic at the front counter, providing support or directing customers as needed. Maintain cleanliness and organization of the front office. Order and restock general office supplies (e.g., toner, copy paper) as needed. Accounts Payable (AP) & Invoice Management Monitor and sort incoming emails to print AP invoices and packing slips. Receive mailed invoices and code them appropriately for scanning and forwarding to accounting. Process UPS invoices and handle related coding/documentation. Process and deposit checks to ensure accurate application to accounts receivable. Accounts Receivable (AR) & Collections Monitor and maintain an internal list of outstanding customer balances. Contact customers with past due accounts to collect payments and resolve invoicing issues. Coordinate closely with the accounting department to track payment statuses and keep financial records updated. Inventory & Warehouse Operations Receive and check deliveries from UPS, FedEx, and truck lines. Stock showroom shelves and assist with keeping the warehouse organized and efficient. Enter stock parts and EMS inventory into the DBS system, coding invoices for AP. Pull stock for other branches (e.g., Memphis), apply correct labeling, and perform inventory transfers in the system. Coordinate direct shipments to branches when appropriate to save time and costs. Work Orders & Rental Invoicing Invoice customer work orders, parts, and EMS tickets accurately and on time. Process monthly rental billing and ensure timely distribution of related documents. Collaborate with team members to handle overflow and catch up on month-end responsibilities. Vendor & Inter-Branch Support Place orders for Memphis stock or other locations based on requests received by email. Enter and manage purchase orders in the CODA system for internal maintenance (e.g., company vehicle parts). WHAT WE EXPECT OF YOU We all have different backgrounds, yet we all use our unique contributions to provide the highest quality of service. BASIC REQUIREMENTS Work Schedule: Ability to work Standard Hours: 7:30 AM - 5:00 PM, Monday through Friday Note: Availability during the end of the month is critical due to heavy billing and increased rental volume. Key Skills & Attributes: Strong organizational and time-management skills Ability to multitask effectively Solid knowledge of invoice coding, AP/AR, and inventory systems Friendly, approachable, and professional demeanor with customers and vendors Proficiency in DBS or similar ERP system a plus Comfortable using Microsoft Excel, Outlook, QuickBooks A minimum of 3 years of bookkeeping experience is preferred. HS Diplolma or equivalent required WHAT'S IN IT FOR YOU At Thompson Machinery, we believe that great benefits are more than just perks- they're essential for employee well-being and success. We've designed a benefits package that goes beyond the ordinary, ensuring that our team members thrive both personally and professionally. Here's an overview of our benefits, including some that set us apart from our competitors. The Basics Various medical plan options, including a no-cost option Vision and dental insurance Employer-paid short-term and long-term disability insurance Employer-paid basic life insurance 401k matching Profit Sharing 8 paid holidays annually Initially up to 15 days of Paid Time Off annually with increase after five years of service Employee Assistance Program (EAP) What Sets Us Apart Competitive pay Exposure to world-class CAT training and development Tuition Reimbursement Tool Purchase Assistance to buy high-quality tools at deep discounts Annual stipend toward the purchase of work boots Company Incentive Bonus Program Paid Veteran holiday annually to all service members Training and Development programs Work uniforms and professional cleaning services Financial Wellness programs *Thompson Machinery offers competitive salaries and a complete benefits package.* Compensation for this position will be commensurate with the candidate's experience and background. Thompson Machinery is an equal opportunity employer: Minorities/Women/Veterans/Disabled. Apply Now Listing is current as of Jun 11, 2025 09:44 AM