Office Administrator

Thermosystems; Reston, Northern (VA, KY); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

401(k) with company match

Healthcare packages

Casual Dress

Training opportunities

Tuition Reimbursement

Vacation/Sick Time

Company swag

Job summary

Thermo Systems in Reston, VA is seeking an Office Administrator to join our team. You will answer phones, direct callers, maintain office operations, and support engineers with administrative tasks in a fast-paced environment.

Responsibilities include managing supplies, coordinating shipping/receiving, organizing files, and ensuring confidentiality of sensitive information. A minimum of 3 years of industry experience and a high school diploma are required.

Qualifications

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

Responsibilities

• Answer telephones and direct the caller to the appropriate person.
• Maintain office functions: equipment, supplies, shipping/receiving, copying, filing, scanning, shredding and printing.
• Greet, direct and prepare for visitors to the company.
• Assist engineers with administrative functions.
• Handle confidential and time sensitive information appropriately.

Skills

Office administration

Phone handling

Filing & scanning

Vendor management

Education

High School or equivalent

Tools

Microsoft Office

Job description

Join a team of world-class automation experts working for a rapidly-growing global company.

What sets us apart is our unique culture. We thrive on teamwork, consistently surpass customer expectations, and celebrate both personal and professional success.

If you believe Thermo Systems is the right fit for you, explore our open positions below.

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.

Job Summary:

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.

Education and Experience:

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

Quality Control Responsibilities:

• 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.

Administrative Responsibilities:

• 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 setup desks for new hires.
• Communicate in an effective, positive, respectful, and proactive manner with customers and vendors.
• Provide finance team coverage as needed.
• Assist with special projects as needed.
• Other duties as assigned.

Mentoring and Training Responsibilities:

• Must receive First Aid and CPR certification within three (3) months of hire date.
• Actively share knowledge and provide impromptu training to other personnel on technical and professional issues.
• Maintain open and direct communication with all staff members.
• Be a self-starter and spend the extra time and energy required to develop the skill set necessary to advance career.
• Maintain professional relations with co-workers, offer assistance to co-workers when possible, ask for help and guidance from co-workers when necessary, and always treat co-workers with respect.
• Train Co-ops and interns to answer, forward and direct phone calls for backup support as needed.

Work Authorization/Other Requirements:

• Proof of eligibility to work in the country where the position is located is required.
• Maintain a valid drivers license.
• Fit for Duty at all times

Culture:

Model Thermo Systems core values of employee success, customer success and financial strength by:

• Seeking new and additional business through project change orders, additional services to existing customers, and referrals for new customers/projects. Drive financial success.
• Be a good teammate, support your colleagues, promote a positive atmosphere for those around you. Drive employee success.
• Go the extra mile for your customer, take ownership of their needs, over communicate. Drive customer success.
• Foster an environment of integrity, trust, collaboration, professionalism, serving one another, leading by example, and assuming good intent each and every day.

What You'll Get:

• Competitive salary, annual bonuses, 401(k) with company match, and business travel reimbursement: We appreciate our employees, and we make sure they know it.
• Benefits: We offer full-time employees multiple healthcare packages, including low-cost options.
• Casual Dress: Every day is "Casual Friday"; we want you to be comfortable when you come to work.
• Training: We offer in-house and factory technical training to keep our staff sharp.
• Tuition Reimbursement: We encourage academic advancement and professional credentialing.
• Vacation/Sick Time: We believe work-life balance is essential. Ensuring our employees have time to truly relax and recharge is important to us.
• Culture & Extras: We provide free lunches, regular team bonding & fun office events, and plenty of company swag.

Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

Thermo Systems, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

National Internship Program

Thermo Systems Interns are part of our most valuable asset: our employees. During your internship you will gain real-life experiences in a fast-paced, hands-on engineering environment.

Learn what the automation industry is all about

Be part of an exciting and growing team

Deliver solutions and services to clients such as NASA, Merck, Sam Adams, and universities coast to coast

Experience various aspects of work Thermo provides in engineering, development, and testing

Enhance your professional and technical skillsets

Thermo’s Veteran Commitment

Advancing Women in the Automation Industry

Thermo Systems is proud to be featured in the press for our innovative contributions to the automation and control systems industry, showcasing our commitment to excellence and sustainability in every project we undertake. View PR articles.

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Discover how Thermo Systems’ innovative solutions and expertise drive operational excellence and sustainability through our collection of insightful and impactful videos. See our videos.

We specialize in delivering innovative and reliable automation and control solutions, empowering industries to achieve peak efficiency, sustainability, and operational excellence. View our brochure.

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Check out our latest innovations and industry-leading solutions at our upcoming tradeshows and events, where we showcase our expertise in control systems integration and automation engineering. Where we’ll be.

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