Administrative Assistant (1010)

Job Description

Job Description

NOTE: The ideal candidate would be someone who has consistently worked as an Administrative Assistant over the last several years.

Company Overview
Admiral Heating has been a trusted leader in commercial and industrial HVAC solutions in the Chicagoland area for over 70 years. Specializing in union construction projects and service work, we partner with contractors, developers, and building owners to deliver custom engineered heating, ventilation, and air conditioning solutions. Our reputation is built on quality workmanship, deep industry relationships, and a commitment to long-term customer success.

Admiral Heating operates on the EOS (Entrepreneur Operating System).  We exemplify our Core Values: Safety and Quality First, Intensely Diligent, Own It, Innovative Approach, Humbly Proud, and Exceed Expectations, and require adherence of every employee.

Job Duties and Responsibilities:
The Administrative Assistant is the face and voice of Admiral, providing exceptional customer service to everyone they encounter.  The Administrative Assistant serves as a back-up to Human Resources and Accounting departments and assists as needed.  Day-to-day responsibilities include:

• Answer every call professionally, screening for pertinent details, and provide a warm transfer to appropriate parties. Also ensure there is backup coverage when you’re unavailable to answer the phone.
• Greet guests, escorting them to meetings, then contacting the host to advise their party has arrived.
• Accounting: Review AP statements, print and stamp AP invoices. Shred and scan documents.
• Insurance: Request and following up on all COI (Certificate of Insurance) inquiries. Ensure that COI renewals are filled out appropriately and village licenses are in place. Request and obtain all performance and payment bonds (P and P).
• General: Open/distribute mail, manage postage meter, stuff/mail monthly statements. Purchase office supplies, paper, forms, checks, business cards, and snacks while maintaining inventory.
• Perform other administrative tasks as requested by operations.
• Mailing of annual Christmas cards

Qualifications, Competencies, & Abilities:

• A high school diploma or equivalent required.
• 2 years’ work experience in an office environment.
• Excellent verbal communication skills and attention to details.
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Previous work experience in the construction industry preferred.
• Preference for candidates with a background in accounting.
• Proficient with Microsoft Office Suite or related software.

Physical Demands and Working Environment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Work is performed primarily in a standard office environment.
• Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
• Vision: See in the normal visual range with or without correction.
• Hearing: Hear in the normal audio range with or without correction.

Compensation & Benefits

• Base salary: $42,000 to $50,000
• Bonus and Profit Sharing up to 30% of base salary
• Fidelity 401k Plan with all fees paid by Admiral
• 401k Safe Harbor Match of 4%
• BCBS PPO and HMO Health Insurance Options (Admiral pays 75%)
• Dental and Vision Plans (Admiral pays 75%)
• Tuition Reimbursement
• Generous PTO Policy
• Paid Holiday’s
• 100% Admiral paid Long and Short Term and Short
• $20,000 Admiral Paid Life Insurance
• Flexible Spending and Dependent Care Accounts
• Employee Assistance Plan
• CTA and Parking Reimbursement
• Employee events throughout the year
  
  

This job description does not list all the duties of the job. You may be asked by managers to perform other instructions and duties. This job description may be revised from time to time and does not constitute a contract for employment.

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