Sitech Administrative Operations Coordinator

Sitech Administrative Operations Coordinator

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.

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.

• 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.

• 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.

• 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.

• Receive and check deliveries from UPS, Fed Ex, 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.

• 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.

• 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).

We all have different backgrounds, yet we all use our unique contributions to provide the highest quality of service.

• 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.

• 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, Quick Books
• A minimum of 3 years of bookkeeping experience is preferred.
• HS Diploma or equivalent required

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.

• Various medical plan options, including a no-cost option
• Vision and dental insurance
• Employer-paid short-term…