Overview
Administrative Specialist Jobs in Chicago, Illinois, USA at Kele Companies
AC Controls (a Kele Company) has been providing superior products and services since 1960 for process and combustion applications, offering systems integration services, combustion & process contr ol systems, and distribution of industrial instrumentation, controls, and valves to the process and power industries in the southeast.
Are you a highly organized and detail-oriented professional with a passion for supporting a dynamic team? As our Administrative Specialist, you will play a crucial role in ensuring the smooth and efficient operation of our office. You’ll be the central point of contact for visitors, a key support for our leadership and departments, and an integral part of fostering a productive work environment.
Your ability to anticipate needs and manage diverse tasks will directly contribute to our overall success.
Key Responsibilities:
Own the reception function, including greeting guests and vendors professionally, managing all incoming calls and directing them to the appropriate personnel or department.
Monitor and distribute incoming emails from the Order Entry inbox to ensure timely action.
Provide comprehensive administrative assistance to our leadership team and various departments including purchasing, accounting and inside sales. This support includes but is not limited to: sales data entry, maintaining open orders, generating reports, calling vendors to verify ACH information, customer correspondence, etc.
Support the Innovations Project Team by organizing monthly meetings, assigning tasks and deadlines, drafting and distributing meeting minutes, award notifications, and tracking task completion.
Schedule and organize sales meetings, prepare agendas and distributing necessary documents.
Lead on site hospitality during meetings.
Assist with coordinating office events, celebrations, and team-building activities.
Handle daily mail operations, including retrieving, opening, sorting and delivering incoming mail. Operate the postage meter for outgoing shipments as needed.
Ensure office supplies are organized and fully stocked.
Correspond with office vendors to schedule services and maintain contracts. (E.g., postage meter lease agreements and services, janitorial and window cleaning contracts, etc.,)
Preferred Qualifications
High school diploma or equivalent.
2+ years of office administrative work experience, customer service experience and high volume inbound/outbound call handling.
Proficiency in Microsoft Office Suite with a strong aptitude for quickly learning new company software.
Excellent verbal and written communication skills.
Strong organizational and time management abilities, adept at prioritizing tasks and managing multiple projects simultaneously.
Discretion and commitment to confidentiality when handling sensitive information.
2+ years of experience using ERP, CRM, and SCM software.
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Title: Administrative Specialist
Company: Kele Companies
Location: Chicago, Illinois, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin)
