Administrative Support Specialist – Inside Sales (Contract)

Thermon Industries, Inc; Oakville; On-site; CAD 40,000 - 60,000; Full time

Job summary

Thermon Industries, Inc. is seeking an Administrative Support Specialist to assist the Inside Sales team with operational and administrative tasks. The role coordinates customer onboarding, documentation, and order preparation while serving as a bridge between customers and internal departments.

Responsibilities include handling inquiries, routing communications, maintaining ERP/CRM data, and supporting order handoffs to operations. Strong organizational and communication skills are essential.

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.

Responsibilities

• Provide operational and administrative support to the Inside Sales team.
• Serve as 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 with internal teams.
• Communicate business processes, requirements, and administrative updates to customers.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Multitasking

Customer service mindset

Tools

ERP systems

CRM platforms

Microsoft Office

Job description

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 handoff 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.