Operations Coordinator Jobs in Tennessee

Operations & Service Coordinator

Butcher Supply Co. | Madison, TN
Full-Time

Butcher Supply Co. is a small, family-owned commercial food equipment company serving restaurants, processors, grocery stores, butcher shops, and other food businesses. We sell commercial food equipment, parts, and supplies and provide repair and service throughout Middle Tennessee.

We're looking for an Operations & Service Coordinator who can help keep the day-to-day details of our business organized and moving.

This is a hands-on hybrid role combining service coordination, purchasing and inventory, administrative work, customer service, and retail support. Some days will involve coordinating service calls and customer estimates; others may involve updating spreadsheets, cleaning up customer records, entering pricing, organizing files, or working through a backlog of administrative tasks.

The right person will be comfortable working on a computer for much of the day, communicating with customers and vendors, keeping track of a lot of moving pieces, and jumping in to help wherever needed in a small-business environment.

You do not need to be an equipment technician. You do need to be organized, comfortable learning new systems and products, good at following a process, and able to recognize when something needs attention without always being told.

Service & Work Order Coordination

• Manage and maintain our work-order/POS system throughout the day.
• Keep work-order statuses, notes, next steps, and due dates accurate and current based on technician updates.
• Identify jobs requiring follow-up, estimates, parts, approvals, scheduling, or other action.
• Schedule and manage our service calendar based on service-call needs, work-order priorities, technician availability, location, and our internal scheduling processes.
• Coordinate scheduling changes with technicians, customers, and owners as needed.
• Help establish and communicate daily service priorities so important work doesn't fall through the cracks.
• Build customer quotes and repair estimates using technician recommendations, established pricing, parts information, and company resources.
• Send estimates and routine updates to customers by email and text.
• Follow up on outstanding estimates, approvals, parts, and other open items according to our established processes.
• Escalate technical questions, unusual situations, negotiations, or sensitive customer conversations to the owners or technician rather than trying to resolve technical matters independently.

Purchasing, Inventory & Product Management

• Create purchase orders for parts, equipment, supplies, and inventory.
• Order parts needed for service jobs based on technician requests.
• Order and replenish inventory for our retail store.
• Receive vendor shipments into our system and verify shipments against purchase orders.
• Add new parts and supplies to our POS system and maintain existing product records as needed.
• Update product costs, selling prices, inventory quantities, and other applicable product information in our POS system.
• Help maintain accurate inventory records and identify discrepancies requiring attention.
• Help identify backorders, missing items, pricing changes, and purchasing issues requiring follow-up.
• Communicate with vendors regarding orders, availability, pricing, shipments, and updated product information.

Administrative & Data Management

A meaningful part of this position is handling the everyday administrative work that keeps our records and systems accurate and prevents small tasks from becoming backlogs.

Responsibilities include:

• Provide day-to-day administrative assistance to the owners.
• Create, update, organize, and maintain spreadsheets, trackers, lists, forms, and other working documents as needed.
• Enter, update, and clean up customer profiles, contact information, account details, and other records within our business systems.
• Perform routine data entry and record maintenance across our POS/work-order system and other business tools.
• Review records for missing, outdated, duplicate, or inconsistent information and correct or flag issues as appropriate.
• Maintain electronic and, when applicable, paper records so information is complete and easy to locate.
• Assist with administrative cleanup projects and work through backlogs of data entry, filing, record updates, or other routine office work as needed.
• Prepare, update, format, scan, save, and organize business documents.
• Help manage and maintain our shared Google Drive so important business information is organized, current, and easy for the team to locate.
• Save and organize updated vendor information, price lists, product documents, customer-provided information, forms, and other shared files.
• Add and maintain internal process documents, policies, templates, and reference materials as they are created or updated.
• Help prevent outdated or duplicate information from becoming the team's working reference.
• Assist with miscellaneous projects and general administrative tasks as business needs change.
• Occasionally run local business errands; reliable transportation is required.
• Look for inefficient, repetitive, or unclear processes and bring forward ideas for improving them.
• Help document and implement better internal procedures as we continue to grow.

Customer Service & Sales Support

• Learn our product line well enough to assist customers with routine purchases and questions.
• Answer incoming phone calls and help determine what the customer needs.
• Take customer orders over the phone.
• Check out customers in our retail store.
• Provide friendly, professional service while knowing when a question should be handed off to an owner or technician.

Shared Team Responsibilities

Along with another team member, help with:

• Answering phones and taking customer orders.
• Checking out walk-in customers.
• Maintaining basic cleanliness and organization of shared spaces.
• Tidying the break room and restocking restroom/common-area supplies as needed.
• Pitching in where necessary to keep a small business running smoothly.

What We're Looking For

This position is a particularly good fit for someone who is organized, dependable, comfortable with technology, and naturally follows things through to completion.

The ideal candidate will have:

• Strong computer skills and confidence learning new software.
• Strong administrative and organizational skills.
• Strong spreadsheet and general data-entry skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Professional, personable customer-service skills.
• The ability to manage multiple open tasks without losing track of follow-ups.
• The ability to maintain an organized calendar and coordinate changing schedules.
• Comfortable handling routine, detail-oriented administrative work as well as higher-priority coordination tasks.
• Comfortable working independently once expectations and procedures are established.
• The ability to prioritize what needs attention instead of simply working through a task list in order.
• Good judgment about when to handle something independently and when to ask for help.
• Comfortable working with pricing, purchase orders, inventory, and basic business math.
• Strong digital file-management and organizational skills.
• A willingness to learn our products, customers, vendors, and industry.
• Reliable transportation for occasional business errands.
• A team-oriented attitude and willingness to help outside a narrow job description when necessary.

Experience with POS/work-order software, purchasing, inventory management, service scheduling, quoting, Google Workspace, customer service, QuickBooks, or similar administrative systems is helpful, but we value organization, initiative, computer aptitude, accuracy, good judgment, and willingness to learn just as highly.

What Success Looks Like

A successful person in this role becomes the person who helps make sure nothing gets forgotten and everyone knows what happens next.

Service jobs have a clear next step. The service calendar is organized and realistic. Parts get ordered when they're needed. Purchase orders and receiving stay current. Product pricing and inventory records stay accurate. Customer information is complete and current. Estimates go out promptly. Customers get followed up with. Due dates mean something. Spreadsheets and internal records stay organized instead of becoming cleanup projects. Vendor and internal documents can actually be found when someone needs them.

Just as importantly, the everyday administrative work gets done consistently so it doesn't pile up for the owners to handle later.

We're a small business, so this isn't a highly departmentalized corporate position. Priorities can change during the day, everyone helps where needed, and you'll work directly with the owners and technicians. We're looking for someone who enjoys that environment, takes ownership of their responsibilities, and takes pride in creating order behind the scenes.

Pay: $25.00 - $29.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Application Question(s):

• Are you aware that this role does not include Health Insurance or 401k contribution?

Experience:

• Administrative: 1 year (Preferred)
• Customer service: 1 year (Preferred)
• Accounting: 1 year (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

Location:

• Madison, TN 37115 (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Madison, TN 37115 (Preferred)

Work Location: In person