What are the responsibilities and job description for the Administrative Specialist position at Entech?
Description
Position Summary
The Administrative Specialist provides comprehensive support to ensure efficient office operations and assists Executive Leadership and other departments with various administrative, coordination, and operational tasks. This role requires excellent organization, attention to detail, and the ability to manage multiple priorities.
Why Entech?
Entech is a rapidly growing Managed IT Support Services organization looking for talented individuals to join our team!
With over 26 years of enabling people to do what matters, Entech has developed a culture where we do what is right, we win as a team, and we build and value great relationships with our employees, clients, and the community. Being part of Entech means you become part of our family where we strive to provide you opportunities for growth, fun environments, team building, and of course, technology. With multiple offices throughout Southwest Florida in Fort Myers, Naples, and Bradenton, we invite you to become part of our tradition of doing what matters and look forward to your application!
Responsibilities
- Manage and maintain Executive Leadership’s schedules, appointments, and travel arrangements.
- Answer phone calls, direct inquiries, and coordinate service calls as needed.
- Write and distribute emails, memos, letters, reports, and other correspondence.
- Maintain organized electronic and physical filing systems for important documents.
- Assist in preparing reports, presentations, and meeting materials.
- Order and maintain office supplies, ensuring an organized and stocked workspace.
- Oversee the day-to-day operations of multiple office locations, ensuring seamless coordination that may result in some travel between office locations.
- Manage company vehicles, including scheduling maintenance and ensuring compliance with safety standards.
- Maintain conference rooms, ensuring they are properly set up before and after meetings.
- Assist with planning and coordinating company events and employee functions.
- Coordinate mail distribution, package deliveries, and shipping logistics.
- Assist with budget tracking and minor financial tasks, including accounts payable/receivable.
- Prepare and reconcile expense reports.
- Support invoice processing and record-keeping.
- Support HR with new hire orientation, employee offboarding, interview scheduling and other HR related matters as needed.
- Assist with maintaining compliance-related documentation and reports.
- Monitor office safety protocols and ensure compliance with legal and regulatory requirements.
- Identify and recommend cost-saving measures and process improvements.
- Assist in reviewing and managing vendor contracts for office-related services.
- Support construction or renovation projects, ensuring compliance with health, safety, and operational standards.
- Oversee the disposal of company property and secure handling of sensitive materials.
Skills and Abilities
- Strong organization skills, ability to manage multiple takes, prioritize workload, and maintain detailed records.
- Basic finance and accounting knowledge with budget tracking, invoicing, and expense reconciliation.
- Customer service oriented, comfortable answering phones, handling inquiries, and providing support to employees, visitors, and vendors.
- Proficient with Microsoft Office Applications
- Excellent verbal and written communication skills.
- Excellent interpersonal, negotiation, and conflict resolution skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to act with integrity, professionalism, and confidentiality
Education
- High school diploma or GED with relevant work experience in administrative roles required.
- Associate or Bachelor’s degree in Business Administration or related field preferred.
Experience
- 2-4 years of administrative experience in an office setting supporting executives, managers, and/or multiple departments.
Certifications and Licenses
- Valid Florida Driver’s License required.
Benefits:
Free Employee Medical Insurance
Additional Employer Paid Medical Options
Fully Vested 401(k) Match
Flexible Time Off (an unlimited amount of paid time off days)
Free $10,000 Life Insurance Policy
Six Paid Holidays – PLUS Black Friday!
Flexible Schedule Options
Fun Employee Events – Yearly Culture Building Events
Free Employee Medical Insurance
Additional Employer Paid Medical Options
Fully Vested 401(k) Match
Flexible Time Off (an unlimited amount of paid time off days)
Free $10,000 Life Insurance Policy
Six Paid Holidays – PLUS Black Friday!
Flexible Schedule Options
Fun Employee Events – Yearly Culture Building Events
Options available for dental, vision, accident, hospital, short term disability, long term disability, Identity theft protection and additional life insurance.
Requirements
Entech is an Equal Opportunity Employer. Entech participates in E-verify for all employees.
This position requires the passing of a level 2 background check as well as a pre-employment drug screening. A valid driver’s license is required for this position.
Salary Description
$22-$24
Salary : $22 - $24
