Entry-Level Admin Support - Lombard - Midwest Mechanical

    Midwest Mechanical
    Midwest Mechanical Lombard

    23 hours ago

    Description

    Job Type
    Full-time
    Description
    The Entry-Level Administrative Assistant - Device Support Specialist plays a crucial role in providing comprehensive administrative support to facilitate efficient office operations. In addition to traditional administrative responsibilities, this position assists with basic technical tasks involving mobile devices, laptops, iPads, and other office equipment. This opportunity is well-suited for individuals seeking to blend strong organizational abilities with hands-on IT support experience. This position collaborates with all departments and divisions within the organization to deliver high-quality assistance. This full-time, on-site position is located in Lombard and will report to the Director of Administration/HR.
    Key Responsibilities
    Administrative Duties

    • Professionally answer and route incoming calls, greeting visitors and clients.
    • Manage calendars, coordinate meetings, and arrange travel for staff.
    • Prepare, edit, and format documents, reports, and presentations as required.
    • Maintain accurate physical and electronic filing systems.
    • Handle incoming and outgoing mail and correspondence efficiently.
    • Set up office workstations with required equipment in accordance with the position.
    • Monitor office supply levels and place orders to maintain inventory.
    • Coordinate procurement of company swag and customer appreciation materials.
    • Assist in the creation of departmental SOP's.
    • Assist with expense reporting and basic bookkeeping functions.
    • Travel as needed to ensure stock and distribution of office supplies and materials.
    • Perform additional administrative duties as assigned.
    Device Support Duties
    • Set up, configure and maintain mobile devices, laptops, and iPads for onboarding employees and existing employees while maintaining IT policy standards.
    • Install and update operating systems and standard software applications.
    • Troubleshoot common hardware and software issues, including connectivity and printer concerns.
    • Collaborate with the Managed Service Provider (MSP) for escalated technical matters.
    • Manage inventories of office technology and mobile devices.
    • Provide user training on basic device operation and approved applications.
    • Document support procedures and maintain user guides for frequent issues.
    • Travel to branch locations and job sites as required to drop off or pick up devices needing replacement or returned for corrective measures.
    • Replace, exchange, and troubleshoot company issued devices at job sites to maintain efficiency.
    • Participate in process improvement initiatives and contribute ideas for efficiency.
    • Carry out supplementary device support responsibilities as assigned.
    Skills & Competencies
    Administrative Skills
    • Strong organizational and time management capabilities.
    • Excellent written and verbal communication proficiency.
    • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint and Teams.
    • Excellent customer-facing verbal, written and electronic communication skills.
    Technical Skills
    • Basic understanding of mobile operating systems (iOS, Android, Windows).
    • Ability to troubleshoot routine hardware and software problems.
    • Familiarity with email setup, Apple Business Manager (ABM), Intune, Wi-Fi configuration, and printer setup.
    • Excellent employee-facing verbal, written, and electronic communication skills.
    Soft Skills
    • Demonstrated customer service orientation and problem-solving skills.
    • Capacity to multitask and effectively prioritize tasks.
    • Strong attention to detail and adherence to confidentiality standards.
    Education & Experience
    • High school diploma or equivalent required: Associate degree preferred.
    • Previous administrative experience is advantageous but not mandatory.
    • Foundational IT knowledge or certifications are beneficial but not essential.
    Physical Requirements
    The physical demands described here are representative of those that must be met by this employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
    • While performing the duties of this position, the employee is regularly required to sit and work at a computer for long periods of time. The employee frequently is required to use hands to finger, handle, or touch objects, tools, or controls, and talk, see, and hear.
    • The employee is occasionally required to stand, walk, and reach above shoulders. The employee must occasionally lift and/or move up to 30 pounds.
    Transportation
    • The employee must have a clean and valid driver's license and a reliable vehicle that can get them to branch locations and job sites during the week.
    Safety
    • Use safe work practices in the office and promote safe work practices in the field.
    • Notify your manager of any unsafe conditions.
    • Comply with all Midwest Mechanical Safety Policy and Procedures.
    Work Environment
    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
    Compensation and Benefits
    The anticipated compensation range for this position is: $50,000 to $60,000 per year (less required deductions) depending on skills, education, and experience. In addition, we offer comprehensive and competitive benefits to our team members (and options for their families) such as medical, dental, vision, sick, vacation, life insurance, AD&D, short-term and long-term disability. Eligible team members are able to enroll in our company's 401(k) plan and Roth.
    After uploading your resume please take a moment complete our Culture Index Survey. Consideration for this position is limited to individuals who complete the survey:
    We look forward to hearing from you and thank you for your interest
    Midwest provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
    Salary Description
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