Office Administrator

About the role

Join the world's largest HVAC company, named by Forbes as one of America's Best-In-State Employers 2025!

Position Overview

The Office Administrator reports to the CFO and will support the planned growth of ThermalNetics. The individual will enhance and execute the existing processes, aid in recruitment and onboarding of new employees, while growing with ThermalNetics and championing the ThermalNetics culture. This role is critical to proactively maintain operational readiness and compliance with applicable standards and laws.

Talent Acquisition & Employee Lifecycle

• Partner with Corporate Talent Acquisition and hiring managers throughout the hiring process.
• Support workforce planning by identifying appropriate job descriptions and position requirements.
• Post job openings to company and external recruiting platforms.
• Conduct initial resume reviews and phone screenings.
• Schedule interviews, coordinate candidate communications, and manage interview-day logistics.
• Maintain interview records and candidate databases.
• Develop and maintain talent pipelines for future hiring needs.
• Help foster a positive candidate and new hire experience.
• Coordinate onboarding, orientation, and offboarding activities for employees, including documentation, system access, I-9 processing, IT asset ordering, welcome materials, and introductory training.
• Conduct new hire training on company programs, policies, and systems.
• Support employees in navigating HR systems, processes, and available resources, including Workday and timekeeping systems.
• Manage new hire paperwork submission and track onboarding progress and completion.
• Maintain onboarding checklists, job-specific onboarding plans, and quick-start guides.
• Assist with employee documentation and personnel-related administrative processes.
• Coordinate employee service awards, recognition programs, and mentor program tracking.
• People Operations, Programs & Business Support
• Coordinate and track local training initiatives and employee development programs.
• Coordinate leadership development programs, including venue selection, contract negotiation, budget management, and logistics.
• Coordinate and track completion of performance review and performance conversation cycles.
• Partner with local leaders to compile annual merit increase recommendations.
• Coordinate and submit compensation-related data for bonus payments and annual salary review processes.
• Review payroll-related reports to verify employee hours and submission accuracy.
• Support routine administrative processes requiring independent judgment and attention to detail.
• Exercise independent judgment in managing priorities and addressing organizational needs.
• Challenge the status quo and identify opportunities for process improvement, standardization, and operational effectiveness.

Employee Relations, Compliance & HR Partnership

• Serve as a liaison between the local business and Corporate HR, Talent Acquisition, Learning & Development, and other support functions.
• Route employee questions or concerns, compliance issues, and sensitive matters to the appropriate corporate HR partners.
• Support employee-related compliance initiatives, audits, and workforce programs.
• Ensure local practices align with company policies and organizational requirements.
• Maintain confidentiality and exercise discretion when handling sensitive employee and business information.

Skills & Qualifications

• Associate's or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field preferred.
• 3+ years of experience in office administration, human resources, operations, or a related role.
• Experience working in a fast-paced, hands-on, growing organization
• Strong organizational, communication, and administrative abilities; familiarity with Workday and payroll systems; attention to compliance and detail-oriented

Additional information

Employment is contingent upon successful completion of pre-employment requirements, including verification of employment history, education, background screening, and drug testing where permitted by law. Safety-sensitive positions may require cannabis (marijuana) testing. All testing and employment decisions will comply with applicable federal, state, and local laws.

If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at ThermalNetics!