Sales Administrative Assistant

Sales Administrative Assistant

Midwest Applied Solutions  |  Hillside, IL 60162

Position Overview

Job title	Sales Administrative Assistant
Department	Sales
Reports to	Office Manager, and Lead Project Manager
Location	Hillside, IL 60162 – in office
Employment type	Full-time, salaried, exempt status
Schedule	Monday–Friday, 8:00 a.m. – 5:00 p.m.

About Midwest Applied Solutions

Midwest 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 Summary

The 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 Responsibilities

Expense Reports

• Collect receipts and prepare expense reports for sales leadership

• Assist all sales people in reviewing expense reports and submitting on time per company policy

Event Planning

• Plan and coordinate customer events such as lunch-and-learns, manufacturer training sessions, trade shows, and outings

• Book venues and catering; manage invitations, registrations, and event budgets

• Coordinate with manufacturers on co-sponsored events and promotional materials

• Track attendance and help sales reps with post-event follow-up

General Sales and Office Support

• Answer phones and overall customer service and support

• Handle other administrative tasks as needed

Secondary Responsibilities

Project Management Support

• Assist project managers with submittals, O&M manuals, and closeout packages

• Help track order status, lead times, and shipments, and keep project files current

• Enter and update data in the ERP/CRM system

• Provide backup coverage for project administrators on customer calls and inquiries

Qualifications

Required

• High school diploma or equivalent

• 1–2 years of administrative, office, or customer service experience

• Proficiency with Microsoft Office, especially Excel, Word, and Outlook

• Strong organizational skills and comfort juggling several tasks at once

Preferred

• Associate's degree in business or a related field

• Experience with expense reports

• Experience planning or coordinating events

• Exposure to HVAC, construction, or industrial distribution

Skills and Competencies

• Accuracy: catches errors in numbers, receipts, and paperwork before they go out

• Organization: manages many open tasks and deadlines at once without dropping details

• Communication: clear, professional, and prompt with customers, reps, and manufacturers

• Ownership: follows issues through to resolution rather than passing them along

• Adaptability: comfortable with changing priorities in a growing company

• Team focus: supports sales, project administration, and accounting as one team

Work Environment

Office-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 Benefits

• Salary range: $50,000-60,000 per year, based on experience

• Health, dental, and vision insurance

• 401(k) with company match

• Paid time off and paid holidays

• Growth opportunities as MAS expands

Equal Opportunity Statement

Midwest 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.