Administrative Assistant

Company Description

Veolia Group is a global leader in environmental services, operating across all five continents with nearly 218,000 employees. Specializing in water, energy, and waste management, Veolia Group designs and implements innovative solutions for decarbonization, depollution, and resource regeneration, supporting communities and industries in their ecological transformation. Within this framework, Veolia's Water Technology Business brings together a dedicated team of experienced professionals committed to tackling the world’s most complex challenges related to water scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create a more sustainable future.

Job Description

Job Summary

The Administrative Assistant is responsible for performing and overseeing a wide range of activities for the site and its manufacturing operations.  The job responsibilities include aspects of procurement, accounting, document management, logistics, inventory management, and general administrative support.  The position plays a key role in facilitating communication between the site and external teams and is frequently the go-to person for the Addison site.

Key Characteristics:

• Organization & Attention to Detail: Ensure documentation is accurate and meets company & regulatory requirements. Follow work processes and audit transactions for abnormalities.

• Proactive Communication Skills: Ability to anticipate issues, maintain consistent dialogue with internal and external stakeholders, and provide timely & clear updates (written and verbal).

• Cross-Functional Coordination: Strong capability to collaborate effectively with local site personnel and remote internal & external stakeholders. 

• Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles and taking the initiative to resolve and/or escalate the issue.

Duties & Responsibilities

• Procurement:

  • Primary responsibility for the following site-level procurement tasks: Set up new vendors, create requisitions, perform goods receipts, reconcile invoices, and close purchase orders.

  • Work closely with corporate procurement and accounts payable teams to execute routine processes and champion the resolution of issues.

  • Support site vendors with invoice and payment inquiries.

• Accounting:

  • Maintain monthly cost tracking of routine site expenses relative to the budget. 

  • Monitor good receipts and invoice status against purchase order commitments.  Perform a month-end analysis to identify open liabilities to accrue to the following month.

• Document Management:

  • Generate product labels for production runs and audit for accuracy.

  • Review production paperwork for completeness and alignment with SAP inventory transactions and cost variations.

  • Manage the organization, filing, and  purging of documents (BOLs, process orders, etc)

• Logistics Transactions & Support:

  • Retrieve Certificates of Analysis (COA's) for Delivery Specialist loads

  • Close out deliveries and process returns in SAP

  • Learn the core duties to back up the Logistics Coordinator

• Inventory Management:

  • Manage inventory and re-order processes for all plant consumable supplies

  • Support site material inventory initiative and cycle counts

• Administrative:

  • General clerical duties as needed (filing, copying, scanning, office supplies, etc.)

  • Act as the point of contact for all visitor, contractor, and vendor entries to the facility.  Provide necessary instructions and coordinate with the appropriate site contact

Qualifications

Knowledge, Skills & Abilities:

• High level of attention to detail and documentation

• Strong computer, math, and problem-solving skills

• Familiarity with basic accounting, budgeting, procurement, and billing practices

• Ability to multitask and maintain focus in a fast-paced environment 

• Ability to work independently and make decisions and recommendations

• Possess the verbal and written communication skills to proactively communicate with on-site personnel and remote teams, and respond to their concerns.

• Ability to maintain composure during escalations and communicate complex information clearly. 

Education & Experience

Required:

• High school diploma or GED

• 2+ years of p