Office Administrator

Job Description

Job Description

Who We Are :

Thermo Systems is a global, full-service control systems integration partner, delivering world-class automation solutions in the District Energy, Life Sciences, and Mission Critical markets. Our diverse leadership and dedicated engineering team are committed to excellence and consistent growth. Our unique company culture, known as "The Thermo Way," strengthens our team by fostering an environment where all members perform their best.

Our commitment to being unified, dynamic, and delivering excellence is evident in how we build trusting relationships through connection and camaraderie, ability to adapt, and focus on integrity and success. These values guide our daily operations and interactions, setting the standard for our team's behavior. As we continue to grow and evolve, "The Thermo Way" supports our goals of becoming a world-class organization, ensuring employee success, customer success, and financial strength.

Job Summary:

Serves the company in the following capacities:

• Primary responsibility is to answer telephones and direct the caller to the appropriate person.
• Ensure all office functions run smoothly. Tasks include, but are not limited to, the maintenance of office equipment, ordering of supplies, coordination of shipping and receiving, copying, filing, scanning, shredding and printing.
• Greets, directs and prepares for visitors to the company.
• Assists engineers with administrative functions.
• Handles confidential and time sensitive information in appropriate and efficient manner.

Education and Experience:

• High School or equivalent
• Minimum 3 years of industry experience

Financial Responsibilities:

• Manage office related accounts with vendors.

Quality Control Responsibilities:

• Well versed in the company’s Quality Management System (QMS). Practice the procedures outlined in the QMS on a daily basis.
• Ensure QMS procedures are being followed by all personnel submissions within office management sphere.
• Review correspondence and submittals that pass by desk for grammatical and aesthetic content.

Administrative Responsibilities:

• Perform standard administrative functions like answering phones, filing, coping, scanning, shredding and printing.
• Sorting and distributing incoming mail; preparing and stamping outgoing mail.
• Ensure smooth functioning of office by organizing and ordering office supplies.
• Run weekly reports through Foundation for engineers and project managers in the Mid-Atlantic Region.
• Brainstorm and execute more efficient and cost-effective ways to manage office operations and functions.
• Utilize creativity in the planning and organization of company events and activities.
• Provides administrative support to management during meetings with clients.
• Prepares / Maintains conference room appearance pre / post meetings.
• Responsible for coordination of daily lunch order, preparation of monthly lunch calendar and adding/removing lunch providers from approved vendor list.
• Exhibit expertise in operating office equipment including troubleshooting problems and changing settings.
• Demonstrate ability to navigate and administer websites related to administrative duties.
• Display aptitude to learn new software and techniques as required for the position.
• Complete assigned tasks accurately, on schedule, and under budget.
• Exhibit proficiency in Microsoft Office applications including Word, Excel, and Outlook.
• Monitor and schedule repairs as needed for optimal phone line performance.
• Assist with procurement and shipping/receiving logistics as needed.
• Stock, order and distribute Thermo brand apparel.
• Assemble materials and setup desks for new hires.
• Communicate in an effective, positive, respectful, and proactive manner with customers and vendors.
• Provide finance team coverage as needed.
• Assist with special projects as needed.
• Other duties as assigned.

Mentoring and Training Responsibilities:

• Must receive First Aid and CPR certification within three (3) months of hire date.
• Actively share knowledge and provide impromptu training to other personnel on technical and professional issues.
• Maintain open and direct communication with all staff members.
• Be a self-starter and spend the extra time and energy required to develop the skill set necessary to advance career.
• Maintain professional relations with co-workers, offer assistance to co-workers when possible, ask for help and guidance from co-workers when necessary, and always treat co-workers with respect.
• Train Co-ops and interns to answer, forward and direct phone calls for backup support as needed.

Work Authorization/Other Requirements:

• Proof of eligibility to work in the country where the position is located is required.
• Maintain a valid drivers license.
• Fit for Duty at all times

Culture:

Model Thermo Systems core values of employee success, customer success and financial strength by:

• Seeking new and additional business through project change orders, additional services to existing customers, and referrals for new customers/projects. Drive financial success.
• Be a good teammate, support your colleagues, promote a positive atmosphere for those around you. Drive employee success.
• Go the extra mile for your customer, take ownership of their needs, over communicate. Drive customer success.
• Foster an environment of integrity, trust, collaboration, professionalism, serving one another, leading by example, and assuming good intent each and every day.

What You'll Get:

• Competitive salary, annual bonuses, 401(k) with company match, and business travel reimbursement: We appreciate our employees, and we make sure they know it.
• Benefits: We offer full-time employees multiple healthcare packages, including low-cost options.
• Casual Dress: Every day is "Casual Friday"; we want you to be comfortable when you come to work.
• Training: We offer in-house and factory technical training to keep our staff sharp.
• Tuition Reimbursement: We encourage academic advancement and professional credentialing.
• Vacation/Sick Time: We believe work-life balance is essential. Ensuring our employees have time to truly relax and recharge is important to us.
• Culture & Extras: We provide free lunches, regular team bonding & fun office events, and plenty of company swag.

Visit us at to learn more!

Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.