Administrative Assistant / National Service Team

Join the Thermotron team

Become an integral part of our mission to innovate and promote top-tier environmental test equipment.

Our values of quality, cooperation, customer focus, safety, efficiency, and continuous improvement shape our culture, fostering personal and professional growth.

We have a supportive environment, flexible schedules, professional co-workers, and abundant growth opportunities,

Thermotron offers a dynamic workplace where your skills are valued and your potential is nurtured.

This position supports our Regional Service Managers and Field Service Engineers to promptly and effectively serve customer needs. This position will develop and maintain files and systems specific to the Product Support Department. This position will involve direct interface with customers, sales staff and field service personnel. This position will assist the Field Service staff in the scheduling of service and the general office functions within the each region.

• Establish, update and communicate the daily Field Service Engineering work schedule with management through daily telephone and fax communication with the Field Service Engineers.
• Organize and coordinate Field Service customer visits, where needed.
• Coordinate and set up customer and management travel when needed.
• Complete pre-visit coordination with customer when needed.
• Communicate schedules, define means of payment, secure purchase orders, credit card information, if required, or pre-payment prior to FSE’s visits.
• Maintain and distribute customer credit status reports. Work directly with customers and Field Service Engineers to identify and resolve service related issues leading to delinquent payments or customer dissatisfaction.
• Maintain Service Report and Expense logs. Monitor prompt customer billing and payment of Field Service Engineer’s expenses. Notify managers of any concerns or problems with these issues.
• Coordinate marketing programs, direct mail programs, customer letters, and phone contact, new customer contact program and Site survey program. Track and report success ratios and results.
• Organize and maintain Preventative Maintenance program records. Notify Field Service Engineers of prevention maintenance due dates, track Field Service Engineer’s work dates. Notify the Management of Field Service and non-compliance. Notify Field Service Engineers and Manager of Preventive Maintenance Contract expiration dates. Prepare new Preventative Maintenance quotes and agreements.
• Prepare quotes and correspondence as decided by the Managers. Maintain these records appropriately.
• Set up and maintain customer correspondence and activity files for the region. Customer files include all necessary information required to effectively communicate with each customer. At minimum each file must contain contact names, phone numbers, fax numbers, emails and equipment lists. All Product Support Service orders and related quotes (Active and inactive) should be held in these files for quick access.
• Take Customer calls, accurately recording the information, i.e. names, phone numbers, addresses, model and serial number of equipment, type of problem or service requested. Many times this will involve requesting a purchase order and checking credit status.

Thermotron Industries is an “Equal Opportunity Employer” for all protected categories under applicable law.