Engineering Administrative Coordinator

Location: Hybrid in Duquense, PA

Employment Status: Full-Time

Compensation: $55,000 - $65,000 Annually + Bonus

Travel: Minimal <5%, daily travel to regional offices as needed

Who We Are

Thermo Systems is a global, full-service control systems integration partner delivering premier class automation solutions across the Energy, Life Sciences, and Mission Critical markets.


Guided by The Thermo Way , we are unified, dynamic, and committed to delivering excellence. Our culture is grounded in three core principles:

• Employee Success - investing in our people and their growth
• Customer Success - delivering reliable, high-quality solutions
• Financial Strength - operating with discipline and long-term focus

We believe strong teams, trusted partnerships, and technical excellence drive sustainable success.

The Opportunity

The Engineering Support Specialist is a versatile, office-based role that supports engineering leadership and day-to-day operations in the assigned Thermo Systems office.


This position blends engineering administrative support with office operations, serving as a key resource that keeps teams organized, documentation on track, and the office running smoothly.

The ideal candidate is a detail-oriented, proactive self-starter who thrives in a fast-paced technical environment, can juggle multiple priorities, and takes pride in getting the details right.

What You'll Do

Engineering Administrative Support

• Provide direct administrative support to engineering management.
• Assist engineering staff with data collection, technical writing, technical document review, documentation, and other basic technical support tasks.
• Assist with special projects and other engineering administrative tasks as required.
• Complete assigned tasks accurately, on schedule, and when applicable, under budget.
• Maintain and update resource tracking tools to ensure accurate visibility into team capacity, allocation, and utilization across projects
• Coordinate and communicate schedule changes to cross-functional teams, ensuring alignment and minimal disruption to project timelines
• Monitor staffing changes and proactively flag gaps or conflicts in resource assignment

Quality & Document Control

• Perform document control functions across multiple projects simultaneously.
• Demonstrate and apply a deep understanding of the company's Quality Management System (QMS).
• Ensure QMS procedures are being followed by individual engineering teams.
• Review correspondence and submittals for grammatical and aesthetic content.
• Provide QMS maintenance and change management support.

• Support the maintenance and distribution of engineering standards, templates, and reference materials.
• Help coordinate training sessions, team communications, and continuous improvement initiatives.

Office Administration

• Perform standard administrative functions such as answering phones, filing, copying, scanning, shredding, and printing.
• Sort and distribute incoming mail; prepare outgoing mail.
• Inventory, order, stock, and organize office supplies.
• Prepare and maintain conference room appearance pre- and post-meetings.
• Coordinate daily lunch orders, prepare monthly lunch calendars, and maintain approved vendor lists.
• Operate, configure, troubleshoot, and maintain office equipment.
• Assist with facilities maintenance as needed.
• Partner with recruiting teams to coordinate interview schedules, ensuring alignment across candidates, hiring managers, and interview panels.
• Coordinate logistics for office events, training sessions, and customer meetings, including scheduling, room reservations, and materials preparation

Logistical Support

• Receive and store equipment upon arrival in the assigned office.
• Inspect, inventory, and label equipment prior to shipment.
• Pack and ship equipment as directed.
• Assist with procurement and shipping/receiving logistics as needed.
• Stock, order, and distribute Thermo brand apparel and SWAG.
• Assemble materials and set up workspaces for new hires.
• Maintain local asset trackers and equipment logs.

Communications

• Communicate in a positive, professional, prompt, and ethical manner with clients, vendors, and colleagues.
• Maintain professional relations with co-workers, offer assistance, when possible, ask for help when necessary, and always treat others with respect.

Safety

• Attend all company-sponsored safety training events, including monthly toolbox talks.

What We're Looking For

Education & Experience:

• Minimum: High school diploma or equivalent. Associate's degree preferred.
• 0-3 years of experience in a technical operations or administrative support role.
• Equivalent practical experience will be considered in lieu of a degree.

Skills & Qualifications:

• Strong organizational skills with the ability to manage multiple priorities
• Effective communication skills across cross-functional teams and customers
• Detail-oriented with strong follow-through and accountability
• Ability to work independently while supporting a team environment
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Access, Outlook)
• Ability to quickly learn internal systems, tools, and processes
• Problem-solving mindset with attention to detail.
• Ability to navigate and administer websites related to assigned duties

What You'll Get

• Competitive compensation with annual bonus opportunity
• 401(k) with company match
• Comprehensive medical, dental, and vision coverage with low-cost options
• Paid time off and sick leave
• Tuition reimbursement and professional credential support
• In-house and external technical training opportunities
• Exposure to complex, high-impact automation projects
• A collaborative culture built on integrity, accountability, and teamwork
• Learn more at

Work Environment & Physical Requirements
The physical and environmental demands described here are representative of those required to perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


Equal Employment Opportunity
Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected status.


Disclaimer
This job description outlines the general nature and level of work expected. Responsibilities may evolve based on business needs.