Administrative Assistance

Entegra; Houston (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

Entegra is seeking an Administrative Assistant to provide daily office support to the management team. You will handle calls, greet visitors, arrange travel, and perform general clerical tasks.

The role requires 2+ years in administration, proficiency in English, and experience with ERP and office software. Join a fast-paced environment with evolving priorities and collaborative teamwork.

Qualifications

• Requires a high school diploma; technical training preferred.
• Minimum 2 years in an administrative role with service orientation.
• Experience with travel and booking management; fluent English required.
• Proficient with Navision or similar ERP, Concur, and MS Office.

Responsibilities

• Answer and route incoming calls to the right person or department.
• Serve as the first point of contact for customers and visitors; greet and sign in guests.
• Arrange travel for visitors and staff, optimizing travel costs.
• Perform clerical tasks such as word processing, spreadsheets, presentations, and filing.
• Enter data and assist with filing needs across departments.
• Help plan and organize meetings with external customers.
• Order, receive, stock, and distribute office supplies.
• Sort and forward mail; manage outgoing correspondence.
• Assist updating company and department procedures.
• Assist in budgeting related to office management; perform other duties as assigned.

Skills

Interpersonal skills

Customer service

Communication

Organized

Attention to detail

Discretion

Team player

Adaptable

Problem-solving

Learning systems

Education

High School Diploma

Technical Diploma or technical vocational training in Administration

Tools

Navision or similar ERP

Concur

Microsoft Office Suite

Job description

Purpose

The goal of the Administrative Assistant is to perform general office support with a variety of clerical activities and related tasks and provide daily administrative support to the management team.

Responsibilities

• Monitors incoming telephone calls and forwards calls to appropriate personnel or department 20%
• First point of contact for customers and visitors. Welcomes on-site visitors, ensures proper sign in procedures are completed, and directs guests to appropriate personnel
• Organizes travel arrangements for incoming visitors and employees, where required, while optimizingtravel costs in conjunction with requested bookings
• Performs other related clerical duties as requested such as word processing, creating spreadsheets, and presentation or photocopying, filing, and collating information
• Performs general data entry and assists departments with filing needs 10%
• Aids in the preparation and organization of meetings with external customers 10%
• Orders, receives, stocks, and distributes office supplies 5%
• Receives, sorts, and forwards incoming and outgoing mail 5%
• Assists with updating company and department procedures 5%
• Assists in budgeting process with regards to office management 5%
• Other duties as assigned

Requirements & Qualifications

• A High School Diploma is required
• A Technical Diploma or technical vocational training in Administration or related education is preferred
• Minimum of 2 years of experience in administrative service-oriented role is required
• Experience in travel and booking management
• Must be proficient in spoken and written English
• Basic knowledge of Enterprise Resource Planning System (Navision or similar)
• Basic knowledge of Concur
• Intermediate knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook)

Work Environment:

• Works in a general office environment constantly
• Occasional work in outdoor weather conditions (hot, wet, cold)
• Occasional work near mechanical and environmental noise

Physical Requirements:

• Requirement to lift or carry weight up to 10 lbs. (4.5 kg)
• Occasional requirement for manual hand dexterity
• Occasional to bend or crouch
• No requirement to kneel or crawl
• Endurance is limited to sitting for longer 90 minutes or less at a time before changing to a new activity
• Endurance is limited to standing and walking for longer than 30 minutes but less than 60 minutes at a time before changing to a new activity

Skillsets

• Excellent interpersonal and customer service skills with the ability to create a positive experience for visitors, employees, and external stakeholders.
• Strong communication skills, both written and verbal, and confidence interacting with all levels of the organization.
• Highly organized with the ability to manage multiple priorities, coordinate logistics, and meet deadlines effectively.
• Proactive, resourceful, and able to anticipate needs and take initiative with minimal supervision.
• Strong attention to detail and accuracy in administrative tasks, documentation, and data management.
• Ability to handle confidential information with discretion and professionalism.
• Collaborative team player with a positive attitude and a service-oriented mindset.
• Adaptable and flexible in a fast-paced environment with changing priorities.
• Strong problem-solving skills and the ability to identify practical solutions independently.
• Comfortable using office technology and quickly learning new systems and processes.