Administrative Assistant

Idaho Truck Specialties LLC•Las Vegas, NV

35d•Onsite

About The Position

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.

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

Nice To Haves

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

Responsibilities

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).
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.
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.