Administrative Support Specialist – Inside Sales (Contract)

Thermon; Oakville; On-site; CAD 41,000 - 44,000; Full time

Job summary

Thermon is seeking an Administrative Support Specialist to back the Inside Sales team in Oakville, Ontario. The role coordinates customer onboarding, account administration, and order preparation, acting as the liaison between customers and internal departments to ensure a smooth experience.

You will handle documentation, catalog distribution, and information management while supporting order processing and customer communications.

Qualifications

• Experience in an administrative support role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency with ERP systems, CRM platforms, and Microsoft Office.

Responsibilities

• Provide customers with product documentation, certificates, specifications, catalogs, and supporting materials.
• Coordinate onboarding activities including account setup requirements and documentation.
• Review purchase orders against quotations and identify missing information or documentation.
• Support the preparation and handover of orders to operational and project teams.
• Work closely with Inside Sales, Engineering, Accounting, and Operations to facilitate efficient customer service and order processing.

Skills

Administrative support

Organizational skills

Time management

Communication skills

ERP systems

CRM platforms

Microsoft Office

Multitasking

Customer service

Attention to detail

Tools

ERP systems

CRM platforms

Microsoft Office

Job description

Position Summary

The Administrative Support Specialist provides operational and administrative support to the Inside Sales team, helping ensure seamless customer experience and efficient order processing. This role serves as a key point of coordination between customers and internal departments, supporting customer onboarding, account administration, document management, and order preparation activities.

Key Responsibilities

• Customer Support & Account Administration
• Serve as an initial support contact for customers and assist with general inquiries.
• Coordinate customer onboarding activities, including account setup requirements and documentation.
• Support customer account creation and migration activities in collaboration with internal teams.
• Communicate business processes, requirements, and administrative updates to customers.

Sales & Administrative Coordination

• Manage and triage incoming customer communications, ensuring timely routing and follow-up.
• Coordinate requests between customers and internal teams, including Sales, Engineering, Accounting, and Operations.

Documentation & Information Management

• Provide customers with product documentation, certificates, specifications, catalogs, and supporting materials.
• Gather and organize required application, operating, and product information from customers to support quotation and order activities.
• Ensure customer documentation is complete and available for internal processing.

Order & Process Support

• Review purchase orders against quotations and identify missing information or documentation.
• Support the preparation and hando of orders to operational and project teams.
• Assist with maintaining accurate customer and product information within company systems.
• Create and maintain part numbers and related system records as required.

Cross-Functional Collaboration

• Work closely with Inside Sales, Engineering, Accounting, and Operations to facilitate efficient customer service and order processing.
• Support continuous improvement of administrative processes and customer-facing workflows.
• Assist in maintaining business continuity during customer transitions and process changes.

Qualifications

• Previous experience in an administrative support role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency with ERP systems, CRM platforms, and Microsoft Office applications.
• Ability to manage multiple priorities.
• Strong attention to detail and commitment to customer service.

Preferred Attributes

• Experience supporting technical products or industrial customers.
• Ability to work collaboratively across multiple departments.
• Strong problem-solving and customer relationship skills.
• Comfortable learning new systems and business processes.

Salary: $30 - $32 per hour