Office Administrator

Career Opportunities with Thermo Systems LLC

Careers At Thermo Systems LLC

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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.

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.

• High School or equivalent
• Minimum 3 years of industry experience
• Manage office related accounts with vendors.

• 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.

• 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…