About Us

Air Systems Inc. is a wholly owned subsidiary of EMCOR Group, Inc. EMCOR is the world's leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance. Air Systems Inc. is a TOTAL FACILITIES SOLUTION for HVAC, Architectural Sheet Metal, Preventive Maintenance & Service, Electrical, High Purity Process Piping, Plumbing, Building Automation Systems and Energy Solutions.

Job Summary

Under the direction of the Department Vice President, the Administrative Assistant is responsible to provide a high-level of administrative support.

Essential duties/responsibilities of Administrative Assistant

• Performs routine office work such as ordering supplies, performing bookkeeping tasks, maintaining records, works with standard and advanced spreadsheets
• Provide general administrative support including but not limited to: phones, distributing mail.
• Maintains business/customer contact databases (Lotus and Salesforce).
• Prepares itineraries and agendas for business travel.
• Organize and maintain files, important documents, reports and records.
• Coordinates and schedules events, conferences, meetings, travel, conference rooms, and luncheons and maintains Executive’s calendar.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
• Planning and scheduling assigned projects and ensuring timely completion.
• Maintain the security of confidential information.
• Makes high level contacts of a sensitive nature inside and outside the company.
• Conducting Internet research; reviewing and synthesizing information.
• Coordinate, create, edit and distribute both internal and external correspondence under the direction of Executive Management.
• Composing, designing and editing correspondence, drafting of reports and developing presentations as directed by Executive Management.
• Looks for ways to improve work flows, expenditures and office procedures.

Marketing Administration: Essential Duties and Responsibilities**

• Conducting market research and generating sales reports and maintaining a database.
• Assisting and designing marketing and promotional materials like brochures, pamphlets etc.
• Preparing presentations and also preparing the reports which can be useful in decision making
• Completing sales-related and marketing administrative projects that include running marketing and sales reports, conducting research on company and other assignments.
• Providing assistance in terms of logistics to events like seminars and trade shows.
• Assisting in writing and editing sales and marketing materials, which include project profiles, resumes and proposals.
• Work under stress to meet project deadlines with attention to detail.
• Also any task or collaborative work as a team member of MEP Business Unit as needed.

Footnote: ** Attention to the marketing aspect of the position

Skills and Specifications

• Possesses excellent written and verbal communication skills.
• Displays strong critical thinking, analytical and problem solving skills as well as demonstrates excellent time management and multi-tasking abilities.
• Have exceptional customer service skills (i.e. external and internal customers).
• Displays the ability to pay close attention to details.
• Possesses strong computer and technology skills.
• Computer proficient with Microsoft Office skills.
• Good understanding of marketing concepts and principles **
• Good content writing skills and ability to describe our product.
• Self-motivated, confident, and creative.

Education and Experience

• 2 year degree or related experience equivalent
• 5 years experience in Construction Administration

Work Environment

• Spends most of the time in shared office space.
• Uses computers, views screens, does keyboarding and manipulates a computer mouse.
• Works normal 8 hours a day, but may have to work evenings or weekends during a major project deadline is approaching.

Air Systems, Inc. Standards of Success

Be passionate

• Customer focused approach
• Dedicated to a job well done

Be professional

• Excellent verbal and written communication
• Strong organization

Be a problem solver

• Work in a fast-paced environment
• Manage multiple responsibilities concurrently
• Creatively use skills and resources to get the job done

Be a partner

• Team player
• Collaborative

Be a performer

• Flexible
• Does what is right, even if it's not easy
• Asks questions

California is an “At Will” state. Employment with Air Systems an EMCOR Company is not for a specific term and it can be terminated by either the employee or Air Systems an EMCOR Company, with or without cause, and with or without notice at any time.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. EOE M/F/Vet/Disabled

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Day shift

Ability to Relocate:

• San Jose, CA 95122: Relocate before starting work (Required)

Work Location: In person