Administrative Assistant

About the role

Reports to the Vice President & General Manager - Tennessee. Located in Murfreesboro, TN. Cowin Equipment is opening a new branch in January 2027; this position will be the foundation of the branch’s success, assisting the VP and other managers, helping every department, and keeping the office, paperwork, and follow‑up in good order so the team can focus on customers.

Responsibilities

• Help open the branch: set up the office, files, and vendors; work with the corporate office in Birmingham to learn Cowin’s processes.
• Maintain all branch policies and the relationship with the corporate office.
• Support HR and onboarding: collaborate with Cowin HR on hiring and onboarding—schedule interviews, handle new‑hire paperwork and drug screens, ensure each person is ready on day one, follow up afterward, and keep personnel matters confidential.
• Assist the sales team as needed with paperwork and open items; each month help provide information for sales goals and the leaderboard.
• Help ensure invoicing integrity: assist the VP in double‑checking details, with the customer when needed, before an invoice goes out so billing questions never become collection problems.
• Help set up and maintain credit applications and customer files; assist the VP in reviewing contracts and resolving account questions early.
• Help with branch communications: make sure every message reaches the right person the same day (not the direct sales, rental, parts, or service contact, but ready to help as needed).
• Work with vendors: gather quotes for services such as cleaning and coffee, recommend the best fit, and maintain the relationship.
• Lead branch events, customer appreciation events, and community causes the VP supports; keep a unified calendar to avoid conflicts with customer commitments.
• Build the team: remember birthdays and anniversaries, organize branch meals, and alert the VP early when someone could use a hand.
• Other duties as assigned.

Requirements

• Experience in office administration, billing, or collections.
• Comfortable with Microsoft Office.
• Equipment dealer experience is a plus.

Skills

• Good with people and detail‑oriented.
• Treats everyone with respect and shares the goal of high customer standards.
• Notices issues early and speaks up so small questions don’t grow into problems.
• Discreet; people trust you with confidential information.
• Willing to learn Cowin’s systems and Claude, the preferred AI.

Schedule

Full-time, 8 to 5 with an hour for lunch. Some overtime may be required.