Administrative Assistance

About us

We are the leading provider of inline diagnostic solutions, advanced data insights, subsea inspection, and integrity management services that safeguard energy-sector infrastructure. Together, our organizations combine NDT Global's advanced ultrasonic inspection technologies—including Pulse Echo, Pitch-and-Catch, Phased Array, Acoustic Resonance (ART), and integrity management services—with Entegra's market-leading Ultra-High Resolution Magnetic Flux Leakage (MFL) inspection capabilities. This enables us to support pipeline operators across a wider range of assets, threat types, and inspection needs through a fully integrated approach.

While each business retains its unique technical expertise, our teams collaborate globally across engineering, operations, data analytics, technology development, and corporate functions. Employees have the opportunity to work alongside colleagues from different product lines, share knowledge across technologies, and contribute to innovative solutions that help customers make safer and more informed decisions about their infrastructure

Innovation is at the core of our company's mission. We continuously challenge the boundaries of existing technologies to deliver transformational solutions that empower the industry to achieve safer, more cost-effective pipeline management. Our commitment to research and development drives the creation of vital new methods and tools that address the evolving needs of our customers while setting new industry standards.

For talent joining our organization, this means becoming part of a growing international company where collaboration, technical excellence, and continuous development are key. Whether supporting ultrasonic technologies, MFL solutions, subsea inspections, or integrity management services, our employees play an important role in shaping the future of pipeline integrity worldwide

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.

Benefits

• Health Benefits: Eligible from the 1st of the month (medical, dental, vision, Life)
• 401k, Roth, and Match: Eligible as of day 1
• Vacation and sick time: Accrues as of day 1
• Volunteer time off
• Hybrid / Flexible work environment
• Great team and a strong company culture
• Training and development opportunities
• Challenging tasks in innovative and diverse teams
• Attractive compensation system