Administrative assistant

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 Office Manager. 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.

Responsibilities :

• Schedules and coordinates meetings, and appointments.
• Maintains and updates files, spreadsheets, and logs with current data.
• Distributes files and logs as appropriate.
• Maintains electronic and hard copy filing system. Retrieves documents from filing system.
• Communicates with various departments and other third parties to gather and provide information to assemble and prepare reports and documents.
• Processes entries and statistical information which could include expense reports, timesheets, GL entries and spreadsheets.
• Answers phones, provides information, and receives information concerning matters related to the department.
• Prepares and / or edits written correspondence, communications, manuals, and reports.
• Performs a variety of general office support duties; make copies, printing, scanning, filing, and faxing, maintain calendar of activities, meetings, and various events for assigned staff;

receiving, sorting, and distributing incoming and outgoing correspondence and packages.

• Order and pick up of catering for in-house meetings.
• Back-up to reception and working together and at times as a back-up with other administrative staff.
• Provide a wide variety of responsible clerical, technical, administrative and office support duties including related tasks, as assigned.
• This position has no supervisory responsibilities.

Qualifications :

• This position requires a minimum of a college associate's degree or secretarial school certificate.
• This position requires at least 3 years experience in a professional, administrative support 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.

What we offer :

• Health Insurance and ESOP (Employee owned) package.
• FSA and Dependent Care
• 401K Matching
• Paid Maternity & Paternity Leave
• Generous PTO roll-over policy
• Social events and gatherings throughout the year

Last updated : 2024-09-07