Administrative Assistant

Company:

At Cobalt Truck Equipment, we specialize in building and upfitting high-quality work trucks that meet the demands of hardworking professionals across multiple industries. Founded with a commitment to excellence and customer satisfaction, we’ve grown into a trusted partner for utility, service, and fleet vehicles throughout the western United States.

Summary

The administrative assistant is a key support to the Accounting Department, Branch Manager and local employees. This role is responsible for providing essential administrative and customer support, ensuring smooth day-to-day operations at the branch. Key duties include managing front desk operations, receiving and routing communications, handling mail and packages, and assisting with travel coordination. The position also supports various departments by reviewing orders, managing office supplies, and handling documentation such as invoices and customer forms. Additionally, the role involves job costing, vehicle expense reporting, and maintaining security systems. The individual in this position must be adaptable, detail-oriented, and proactive in supporting the team and ensuring operational efficiency.

Customer and Communication Support

• Cover front desk, receiving customers, visitors, and vendors.
• Receive, screen, and route incoming calls.
• Assist with travel coordination and bookings for location employees.
• Assist with customers' Credit Card Authorization Forms, Customer Credit Applications, New Customer Set Up Forms, W-9s, Title Information Forms, etc.
• Assist with coordinating company events and business meetings, including ordering food and services.
• Receiving payments as needed (if Parts/Service/Sales aren't available).

Administrative and Office Support

• Scan mail, stamp and prepare outgoing mail, prepare overnight packages for pickup, as required.
• Receive incoming packages, notify employees to pick up.
• Sort, distribute and open incoming mail as needed.
• Order and manage office supplies.
• Assist with opening jobs in Treqso, for location, when requested by Sales and/or Service.
• Final reviewer for location level Sales, Service and Parts orders before they are closed.
• Scanning, filing, and keeping an organized retainment system for paperwork, including but not limited to daily payments, packing slips, invoices (both supplier and Cobalt), purchase orders, UPS logs and statements (Docuware).
• Depositing payments to bank account via online or trip to the bank as needed and in a timely manner.
• Complete monthly vehicle expense reports.

Compliance, Coordination, and Miscellaneous

• Assist with completing Titling/Registration and Temp Permits, as required- scanning, mailing and filing all related paperwork as needed by Title department.
• Complete Work Truck Certification/Datasheets as needed.
• Job costing Service jobs.
• Manage the security system for the property.
• Other duties as assigned by Accounting or Branch Manager.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment

This position works in an office setting. This role routinely uses standard office equipment such as computers and phones.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or type; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; and sit for long periods of time. The employee must regularly lift and/or move objects up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time Hourly position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. with an hour lunch, work hours can vary based on need.

Preferred Experience, Education and Skills:

• 3 years’ experience as a receptionist or clerk
• Intermediate skills with Excel/computer systems/technical skills

Minimum Requirements

• Some administrative experience in office environment
• Experience with Microsoft Office, especially Excel
• Excellent written and oral communication skills
• High attention to detail and proactive problem-solver.
• Ability to communication effectively with team members and business teams via various methods
• Must be self-directed and work to achieve objectives with little oversight

Benefits

• Medical, dental and vision
• Employer paid life insurance and short and long term disability
• Flexible spending and health savings accounts
• Retirement plan with up to 5% company match
• Paid time off
• Paid holidays

Come work for a great team! Smarter | Faster | Less Down Time

Cobalt Truck Equipment is an equal opportunity employer committed to a diverse and inclusive workplace. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. We encourage all qualified individuals to apply.