Note: The job is a remote job and is open to candidates in USA. Thermo Systems is a global control systems integration partner delivering automation solutions across various markets. The Office Administrator role involves supporting day-to-day operations, managing administrative activities, and ensuring a collaborative work environment.
Responsibilities
- 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
- 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
- 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
- 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
- Continuously develop knowledge of company systems, processes, and technology
- Participate in training and support continuous improvement initiatives
- Contribute to a positive, collaborative workplace culture
Skills
- High school diploma or equivalent
- 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
- Associate's or Bachelor's degree in Business Administration or a related field
- Three or more years of office administration, executive assistant, administrative coordinator, or business support experience
- Experience supporting leadership in a professional office, engineering, manufacturing, construction, consulting, or corporate environment
Benefits
- 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
Company Overview