Refrigeration Administrative Assistant

Location: Kaukauna,Wisconsin,United States

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett Mechanical Team, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Team. 

Position Purpose

Provide essential administrative and operational support to the refrigeration department. Support the end-to-end administration of refrigeration projects, including opportunity tracking, proposal coordination, documentation management, and cross-functional communication. 

Key Responsibilities:

• Opportunity & Project Coordination
  • Manage opportunities using Monday.com, from creation to close-out.
  • Assign and collaborate with engineering, estimating, and CAD teams as directed.
  • Track quote submissions and follow-ups with the business development and capture teams.
  • Attend and contribute to weekly opportunity meetings.
• Documentation & Folder Management
  • Set up and organize project folders with appropriate job documentation.
  • Share folder links and updates with internal stakeholders.
• Proposal & Estimation Support
  • Manage prequalification documentation: NDAs, safety qualifications, rate sheets, COIs, and more.
  • Gather information for proposals including permit fees, travel rates, and subcontractor pricing.
  • Assist estimators with bid summaries and proposal updates.
  • Submit proposals through platforms such as Ariba, Procore, Smart NextGen, Building Connected, Construct Connect, and Compass.
• Contract & Project Turnover
  • Coordinate contract review with the legal team and ensure execution of customer contracts.
  • Assist in preparing job folders and initiating project setup upon PO receipt.
  • Schedule and facilitate turnover meetings with clients and internal teams.
• Administrative & Team Support
  • Prepare reports, presentations, and communications on behalf of engineers and directors.
  • Collaborate with travel administrative support in arranging and scheduling travel for engineering staff.
  • Maintain technical documentation and ensure cross-departmental communication flows effectively.
  • Provide administrative support related to event coordination, front desk coverage, and other administrative needs.
  • Other duties as assigned.

Summary of Skills, Knowledge and Abilities

• 3+ years of administrative or project coordination experience, preferably in engineering, construction, or similar industries.
• Proficiency with project management tools preferred (e.g., Monday.com, Procore, Ariba).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience handling contracts and formal document submissions is a plus.

Apply to this job