Administrative Assistant

The Company

Cobalt Truck Equipment started in 1995 with 12 employees & a single location. Our corporate headquarters are in Nampa, Idaho, and the company has only continued to grow from there. Now, Cobalt Truck Equipment has over 100 employees and locations in Spokane, Las Vegas, Fort Worth and San Antonio. In addition to building custom, fully equipped trucks for its clients, Cobalt Truck Equipment also keeps an extensive inventory of built-up, work-ready truck packages available for immediate delivery. Construction, utility, municipal and heavy equipment clients have all come to trust Cobalt Truck Equipment for quality mechanics trucks, lube trucks, utility bodies, platforms, vans, and more. Cobalt Truck Equipment is a lean manufacturer. We standardize our work processes, reducing our product cycle time and work in progress. This results in cost savings that we can then pass on to our customers. Lean implementation creates a clean, efficient, orderly, and safe workplace that lives up to the Cobalt Truck Equipment standard. At the heart of Cobalt’s success lies our unwavering commitment to craftsmanship and the journey from a small Idaho workshop to a multi-location enterprise is a testament to Cobalt’s vision and adaptability. 

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.

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
• FSA and HSA
• Employer paid short and long term disability insturance
• Employer paid life insurance
• PTO
• Paid Holidays
• Retirement account with company match

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.

Come join an amazing team! Smarter | Faster | Less Down Time