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 orderactivities.- 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.- Solid problem-solving and customer relationship skills.- Comfortable learning new systems and business processes.

📌 Administrative Support Specialist – Inside Sales (Contract) (Oakville)
🏢 Thermon
📍 Oakville