Sales Administrative Assistant
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.
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 sale s 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 p er 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.
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.