AMS Industries, Inc. is a MEP+™ contracting firm serving the commercial, industrial, refrigeration and nuclear industries (PMT). With over 60 years of existence, AMS has grown from a small refrigeration contractor with a few employees to a multi-discipline and multi-market MEP contractor with more than 500 employees. We strive to meet our commitments to clients, develop our people and improve our communities. We are an equal-opportunity employer.

Located in our beautiful Woodridge, IL facility and reporting to the Administrative Services Director. In this position, the Administrative Assistant supports and assists in a variety of responsibilities which include communicating with customers and inner office teams as well as answering inbound calls and emails. This person will be responsible for assignments and entering necessary data into our computer database system.

Duties/Responsibilities

• Assist Account Executives in document and file management.
• Develop effective communication program with the Account Executives.
• Schedules and coordinates meetings, and appointments.
• Customer Service and follow-up. Scheduling calendar invites and tracking.
• Maintains and updates files, spreadsheets, and logs with current data.
• Prepare maintenance contracts and become acclimated in their development, formatting, and qualifications. Maintain maintenance contracts in the dispatch software.
• Assist with managing and administering uniform program.
• Assist with managing customer contracts and contract status tracking.
• Interact with marketing to coordinate holiday gifts, golf outings, client presentations and events.
• Word document preparation, formatting, and grammatical review.
• Excel spreadsheet development including creating formulas and evaluation of financial and project information.
• Collect and assemble data.
• Develop an understanding of the HVAC/Refrigeration terminology within the industry.
• Work with management in forming, developing, expediting and reviewing additional process to complement our direction.
• Ensure all company, client, and project policies, procedures, and standards are adhered to through communication of expectations.
• Support Account Executives by providing an efficient use of construction and accounting software systems.
• Provide a wide variety of responsible clerical, technical, administrative and office support duties including related tasks, as assigned.
• Back-up to reception and working together and at times as a back-up with other administrative staff.

Qualifications:

• At least 3 years of experience in a professional, administrative support position is preferred for this position.
• Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook is required for this position.
• Must be mature, professional, personable, and have a polished delivery on all assignments.
• Ability to handle confidential information with the utmost discretion.
• Must be able to communicate, both written and oral, in a professional manner and represent the company in a professional manner.
• Must possess good follow-through skills to finalize projects.
• Must have above-average proofreading skills and have a history of being accurate and thorough.