Summary: The Administrative Assistant is responsible for providing administrative support to the Hill Mechanical Services team as needed.
The Administrative Assistant works closely with Account Executives and service technicians to achieve company goals and objectives.
Key Responsibilities: Manage the City of Chicago reporting process, ensuring accuracy in submission and adherence to the fee structure.Oversee reporting and fee structures for suburban locations, complying with local requirements.Organize and file all proposals, ensuring quick access and proper documentation for future reference.Maintain a follow-up queue for ongoing proposals, contracts, and reporting to ensure timely completion of tasks.Generate and manage the Monthly Contract Renewal Report, ensuring all renewals are processed on time.Process new contracts, obtaining signatures, attaching relevant documentation, and sorting PM (preventive maintenance) items.Ensure equipment stickers are correctly assigned and distributed for all contracts.Manage and mine data within the CRM system to provide useful insights and reports to the sales team.Update and maintain CRM records with accuracy.Verify data within the ERP system, ensuring PM contracts and equipment data are accurate and up-to-date.Collaborate with other departments to resolve discrepancies and ensure data integrity.Manage COI documentation and ensure compliance.Create agendas and manage the event calendar for marketing activities and initiatives.Coordinate giveaways and other marketing-related materials for events.Reserve and coordinate meetings for conference rooms, including Bim 1, Bim 2, and Belmont rooms.Maintain and manage the calendar for room reservations, ensuring all meetings are booked with required amenities (e.g., water, lunch).Oversee security camera monitoring and door buzzer system to ensure office security. Qualifications: Strong organizational skills with the ability to manage multiple tasks simultaneously.Proficiency in CRM and ERP systems; experience with data management and reporting.Experience with contract management and administrative support.Excellent communication skills, both verbal and written.Proficiency with Microsoft Office Suite (Word, Excel, Outlook).