Administrative Assistant

Administrative AssistantThe 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.Duties & Responsibilities:ProcurementPrimary responsibility for the following site level procurement tasks: set-up new vendors, create requisitions, perform goods receipts, reconcile invoices, close purchase orders.Work closely with corporate procurement and accounts payable teams to execute routine processes and champion resolution of issues.Support site vendors with invoice and payment inquiries.AccountingMaintain 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 ManagementGenerate 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 & SupportRetrieve Certificates of Analysis (COA's) for Delivery Specialist loadsClose out deliveries and process returns in SAPLearn the core duties to back-up the Logistics CoordinatorInventory ManagementManage inventory and re-order processes for all plant consumable suppliesSupport site material inventory initiative and cycle countsAdministrativeGeneral 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 contactQualificationsKnowledge, Skills & Abilities:High level of attention to detail and documentationStrong computer, math, and problem-solving skillsFamiliarity with basic accounting, budgeting, procurement, and billing practicesPossess the verbal and written communication skills to proactively communicate with on-site personnel and remote teams and respond to their concerns.Ability to multitask and maintain focus in a fast-paced environmentAbility to work independently and make decisions and recommendationsAbility to maintain composure during escalations and communicate complex information clearly.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.Education & Experience:RequiredHigh school diploma or GED2+ years of professional experience demonstrating Key CharacteristicsPreferredBachelor's degree or associate degree (two-year college or technical school)Experience working in the chemical industry or a manufacturing environmentExperience with SAP or similar ERP platformsAdditional InformationAt Veolia, we realize diverse teams make smarter decisions, deliver better results, and build stronger communities. We're an organization that champions diversity and inclusion at every rung of the ladder and are proud to be an equal opportunity workplace. Because our people are our greatest assets, we also offer competitive compensation and benefits.As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.