Sales Administrative Assistant

Sales Administrative AssistantHillside, ILMidwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value?added solutions to their complex problems.Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees.Sales Administrative AssistantMidwest Applied Solutions | Hillside, IL 60162Position OverviewJob titleSales Administrative AssistantDepartmentSalesReports toOffice Manager, and Lead Project ManagerLocationHillside, IL 60162 – in officeEmployment typeFull-time, salaried, exempt statusScheduleMonday–Friday, 8:00 a.m. – 5:00 p.m.About Midwest Applied SolutionsMidwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value?added solutions to their complex problems.Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees.Role SummaryThe Sales Administrative Assistant supports the sales team with the administrative work that keeps it moving. The role centers on three areas: preparing expense reports, planning customer and industry events, and assisting our sales engineers and project managers with order and project paperwork. It is a strong fit for an organized, detail-minded person who likes variety and wants to learn the HVAC business.Key ResponsibilitiesExpense ReportsCollect receipts and prepare expense reports for sales leadershipAssist all sales people in reviewing expense reports and submitting on time per company policyEvent PlanningPlan and coordinate customer events such as lunch-and-learns, manufacturer training sessions, trade shows, and outingsBook venues and catering; manage invitations, registrations, and event budgetsCoordinate with manufacturers on co-sponsored events and promotional materialsTrack attendance and help sales reps with post-event follow-upGeneral Sales and Office SupportAnswer phones and overall customer service and supportHandle other administrative tasks as neededSecondary ResponsibilitiesProject Management SupportAssist project managers with submittals, O&M manuals, and closeout packagesHelp track order status, lead times, and shipments, and keep project files currentEnter and update data in the ERP/CRM systemProvide backup coverage for project administrators on customer calls and inquiriesQualificationsRequiredHigh school diploma or equivalent1–2 years of administrative, office, or customer service experienceProficiency with Microsoft Office, especially Excel, Word, and OutlookStrong organizational skills and comfort juggling several tasks at oncePreferredAssociate's degree in business or a related fieldExperience with expense reportsExperience planning or coordinating eventsExposure to HVAC, construction, or industrial distributionSkills and CompetenciesAccuracy: catches errors in numbers, receipts, and paperwork before they go outOrganization: manages many open tasks and deadlines at once without dropping detailsCommunication: clear, professional, and prompt with customers, reps, and manufacturersOwnership: follows issues through to resolution rather than passing them alongAdaptability: comfortable with changing priorities in a growing companyTeam focus: supports sales, project administration, and accounting as one teamWork EnvironmentOffice-based role with extended periods at a computer and on the phone. Occasional visits to parts department, or event venues may be required. Must be able to lift up to 25 lbs occasionally.Compensation and BenefitsSalary range: $50,000-60,000 per year, based on experienceHealth, dental, and vision insurance401(k) with company matchPaid time off and paid holidaysGrowth opportunities as MAS expandsEqual Opportunity StatementMidwest Applied Solutions is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by law.Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.