Entry-Level Admin Support - Device Support Specialist

Midwest Mechanical•Lombard, IL

2d•$50,000 - $60,000•Onsite

About The Position

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.

Requirements

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.
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.
Demonstrated customer service orientation and problem-solving skills.
Capacity to multitask and effectively prioritize tasks.
Strong attention to detail and adherence to confidentiality standards.
High school diploma or equivalent required
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.
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.

Nice To Haves

Associate degree preferred.
Previous administrative experience is advantageous but not mandatory.
Foundational IT knowledge or certifications (e.g., CompTIA A+) are beneficial but not essential.

Responsibilities

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.
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.