Office Administrator

Office Administrator

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 Office Administrator supports the day-to-day operations of the assigned Thermo Systems office while providing administrative support to local leadership and employees. As the central point of coordination for office operations, this role manages administrative activities, meeting and travel logistics, workplace organization, and employee support to help maintain an efficient, professional, and collaborative work environment. The ideal candidate is organized, proactive, adaptable, and enjoys working in a fast-paced environment where no two days are the same.

Administrative & Executive Support

• Provide administrative support to local leadership and department managers.
• Manage calendars, meetings, travel arrangements, and conference calls.
• Prepare correspondence, reports, presentations, meeting agendas, minutes, and other business documents.
• Assist with expense reports, purchase requests, and administrative approvals.
• Coordinate customer visits, internal meetings, and leadership events.
• Handle confidential information with professionalism and discretion.
• Support special projects and other administrative initiatives as needed.

Office Operations

• Manage day-to-day office operations, including phones, mail, filing, copying, scanning, and document preparation.
• Maintain office, kitchen, and supply inventories, placing orders as needed.
• Coordinate catering, lunches, employee events, training sessions, and customer meetings.
• Schedule conference rooms and maintain organized, presentation-ready meeting spaces.
• Coordinate travel arrangements, office equipment maintenance, facilities requests, and vendor services.
• Help maintain a clean, organized, and welcoming office environment.

Team & Administrative Coordination

• Prepare, proofread, and format business documents, reports, and presentations.
• Maintain administrative files, templates, records, and shared resources.
• Coordinate document distribution, meeting logistics, and internal communications.
• Support interview scheduling, new hire onboarding, workspace setup, and employee engagement activities.
• Receive office deliveries, coordinate shipping and receiving, and maintain inventory of office equipment and company merchandise.

Communication & Collaboration

• Build positive relationships with employees, customers, vendors, and visitors through professional and responsive communication.
• Collaborate across departments to support office operations and business needs.
• Demonstrate sound judgment, excellent customer service, and a team-first mindset.

Professional Development

• Continuously develop knowledge of company systems, processes, and technology.
• Participate in training and support continuous improvement initiatives.
• Contribute to a positive, collaborative workplace culture.

What We're Looking For

Education & Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field preferred.
• Three or more years of office administration, executive assistant, administrative coordinator, or business support experience preferred.
• Experience supporting leadership in a professional office, engineering, manufacturing, construction, consulting, or corporate environment is preferred.
• Equivalent combinations of education and experience will be considered.

Skills & Qualifications

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Experience preparing professional documents, coordinating meetings and travel, and supporting office operations.
• Strong attention to detail, proofreading skills, and follow-through.
• Ability to maintain confidentiality and exercise sound judgment.
• Self-motivated with strong problem-solving skills and the ability to learn new systems quickly.
• Professional, customer-focused approach with the ability to build relationships across all levels of the organization.

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
• Professional development and training opportunities
• Career growth opportunities within office administration and business operations
• A collaborative culture built on integrity, accountability, and teamwork

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 qualified individuals with disabilities to perform these 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.