Who We Are:
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:
Description: Serves the company in the following capacities:

• Assists European Delivery Team with a wide range of administrative functions.
• Can communicate in an effective, positive, respectful, and proactive manner with customers and vendors.
• Handles confidential and time sensitive information in appropriate and efficient manner.
• Primarily works from home or assigned office (95%).
• Travel to other offices in the region may be required (5%)

Location: UK, Ireland, Denmark or Netherlands
Education: Minimum: Level 3 qualification.
Industry Experience: Minimum 3 years, preferably working in a technical operations support role.
Duties and Responsibilities:
Operations Administrative Responsibilities:

• Provides administrative support to operations management during meetings with clients.
• Assists with project closeout activities and cost/quality audits.
• Ensure smooth functioning by organizing and ordering supplies. Arrange materials for new hires.
• Support in other onboarding activities.
• Utilize creativity in the planning and organization of company events and activities.
• Provides administrative support to management during meetings with clients.
• Display aptitude to learn new software and techniques as required for the position.
• Track and follow up on action items and deadlines.
• Track project expenses and assist in budget reporting
• Assist in organizing training venues and team-building activities.
• Procurement - Process and track purchase orders
• Procurement - Assist with procurement and shipping/receiving logistics as needed.
• Procurement - Review and update procurement trackers
• Procurement - Support purchasing and receiving activities, including track, receive, log, label, sort and ship project related inventory
• Assist with special projects as needed.
• Exhibit proficiency in Microsoft Office applications including Word, Excel, and Outlook.
• Complete assigned tasks accurately, on schedule, and under budget.
• Performs other operations administrative tasks as required.

Financial Responsibilities:

• Generates project reports for operations leadership as directed.
• Reviews, monitors, and tracks staff time sheets in preparation for Finance Team’s monthly review.
• Assists with project related procurement as directed by:
  • Communicating with vendors for quotes.
  • Comparing quotes to estimates.
  • Following up with vendors to ensure on-time deliveries.
• Proactively assists with cost to complete project reports.
• Proactively assists with assigned report preparation and approvals.

Quality Management and Document Management Responsibilities:

• Well versed in the company’s Quality Management System (QMS). Practice the QMS procedures on a daily basis.
• Ensure QMS procedures are being followed by all personnel submissions. Coordinate with teams to ensure quality compliance.
• Track and report non-conformance issues.
• Review correspondence and submittals that pass by desk for Quality Standards incl. grammatical and aesthetic content.
• Prepare and maintain quality control documents.
• Performs document control functions for several projects simultaneously.
• Project Folder Structure and filing compliance
• Manage and coordinate client Document Management Systems, such as ACC, BIM and Procore.
• Coordinate document review and approval processes, by tracking Master Document Index or Technical Submittal Register.
• Develop and maintain document templates.
• Organize document review meetings for feedback.

Other Responsibilities: May be required to perform any or all of the following tasks in offices where there is not full-time office administrative, logistical, or human resource staff in place or when that staff needs assistance:

• Human Resource Support:
  • Assists recruiting team on recruiting and interview scheduling support as directed.
  • Interface to HQ P&C team on requested topics
  • Assists in onboarding support for new employees as directed.
  • Assists in the planning and scheduling of career fairs and other recruiting activities as directed.

Communications:

• Communicates in a positive, professional, prompt, and ethical manner with our clients, vendors, and other employees.
• Maintains professional relations with co-workers, offers assistance to co-workers, when possible, asks for help and guidance from co-workers when necessary, and always treats co-workers with respect.

Safety:

• Assist in obtaining necessary permits and licenses. Support with project related Toolbox Talks and other safety registers.
• Expected to attend all company sponsored safety training events including monthly toolbox talks.
• May be required to be Safe Pass (or similar) certified.
• May be required to be first aid and CPR trained and certified.

Mentoring and Training Responsibilities:

• 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.

Work authorization/Other requirements:

• Proof of eligibility to work in the country where the position is located is required.
• Maintain a valid driver’s 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, Pension 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.
• 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.

Visit us at www.thermosystems.com to learn more!
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.