Administrative Operations Coordinator – SITECH Tri Rivers

THOMPSON MACHINERY; Tennessee; On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical plan options

Vision and dental insurance

401k matching

Profit Sharing

Paid Time Off

Tuition Reimbursement

Company Incentive Bonus Program

Job summary

THOMPSON MACHINERY is hiring an Administrative Operations Coordinator for the SITECH Tri Rivers location in Tennessee. Your role will involve managing calls, processing financial documents, supporting inventory tracking, and ensuring smooth branch operations.

A strong candidate will have at least 3 years of bookkeeping experience, excellent organizational skills, and proficiency in relevant software. To enhance employee welfare, comprehensive benefits including health plans, 401k matching, and professional development are offered.

Qualifications

• Ability to work Standard Hours: 7:30 AM – 5:00 PM, Monday through Friday.
• Strong organizational and time-management skills.
• Solid knowledge of invoice coding, AP/AR, and inventory systems.

Responsibilities

• Manage incoming calls and customer communication.
• Process invoices, purchase orders, and other financial documentation.
• Support inventory tracking and maintain accurate inventory flow.
• Assist with customer account management and billing inquiries.
• Coordinate with internal teams across branches.

Skills

Organizational skills

Time-management

Customer service skills

Multitasking

Friendly demeanor

Education

High School Diploma or equivalent

3 years of bookkeeping experience

Tools

Microsoft Excel

QuickBooks

DBS or similar ERP system

Job description

Administrative Operations Coordinator – SITECH

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 at our SITECH Tri Rivers location plays a key role in supporting day‑to‑day business operations across both front office functions and branch coordination. This position is responsible for a wide range of administrative and operational tasks including:

• Managing incoming calls and customer communication
• Processing invoices, purchase orders, and other financial documentation
• Supporting inventory tracking and maintaining accurate inventory flow
• Assisting with customer account management and billing inquiries
• Coordinating with internal teams across branches to ensure smooth operations

This role requires strong attention to detail, the ability to multitask effectively, and a high level of organization while working in a fast‑paced, team‑oriented environment.

About SITECH

While this position is posted through Thompson Machinery, the role directly supports SITECH Tri Rivers, a division within Thompson Machinery. SITECH® is a global distribution network that specializes in Trimble construction technology solutions, providing advanced machine control, GPS, and positioning systems to heavy civil and construction contractors. In this role, you will be supporting SITECH operations while being part of the broader Thompson Machinery organization.

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.
• 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

• 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, 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.