Thompson Machinery · 1 week ago
Sitech Administrative Operations Coordinator
Nashville, TN
Full-time
Onsite
Mid Level
3+ years expThompson Machinery is a leading Caterpillar dealer for Middle and West Tennessee and North Mississippi, dedicated to powering progress since 1944. They are seeking an Administrative Operations Coordinator to manage front office functions, financial processing, and inter-branch coordination, ensuring smooth operations and excellent customer service.
Machinery Manufacturing
Responsibilities
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, 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
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)
Qualification
Required
Ability to work Standard Hours: 7:30 AM – 5:00 PM, Monday through Friday
HS Diploma or equivalent required
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
Preferred
A minimum of 3 years of bookkeeping experience is preferred
Benefits
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)
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
Company
Thompson Machinery
Thompson Machinery is the exclusive Caterpillar dealer for Middle Tennessee, West Tennessee, and North Mississippi.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
DeWitt Thompson, V
CEO
Mindy Bartel
Chief Financial Officer
Company data provided by crunchbase