Administrative Coordinator

Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Position Purpose:

The job holder (M/F) coordinates the administrative procedures and provides the Project’s working team with administrative support.

Primary Duties /Responsibilities: 

• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree.
• Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time.
• Screens telephone calls and visitors. Answers basic questions and provides information. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory of departmental office supplies. Prepares purchase requests for above items and others as assigned while coordinating with the purchasing department.
• Occasionally schedules & maintains a calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements. Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events. Ensures accurate and timely communication to involved parties. Attends assigned Project meetings and captures attendee lists, meeting minutes and action registers with assignments.
• Assists others in the facility / office as needed. May assist with departmental human resource functions, which may include office workspace assignments, preparation of confidential personnel information and new hire orientations. May make town runs as assigned. Any other related administrative tasks.

Work Environment:

Flexibility regarding working hours in busy periods; The job holder spends most of his/her time in an office environment.

Education / Experience / Background: 

• 1 to 3 years' experience in a similar position;
• Diploma of College Studies in accounting, administration or another related field

Knowledge / Skills / Abilities: 

• Autonomy
• Spoken and written bilingualism is an advantage
• Initiative
• Well organized
• Versatility
• Team player;
• Ability to learn new systems (Veolia)
• Proficiency in MS Office applications

Required Certification / Licenses / Training: 

• Valid driver’s license.

Physical Requirements:

• The position may require prolonged periods of sitting; working on the telephone and/or computer, as well as interactions with other staff members and customers.
• The occasional handling of heavy boxes weighing up to 40 pounds may be required, and the job holder must lift and move office supplies if requested.

Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.