Office Manager

Job Description

Job Description

Company Description

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.

Job Description

Position Purpose: 

The Office Manager plans, runs and delivers administrative projects designed to improve the Operations, including but not limited to, setting timelines and milestones, allocating resources, managing budgets, and delivering results. Manage the compliance and financial disclosure activities to make certain all report disclosures are sufficient and in compliance. Collaborates closely with Operations personnel in accomplishing successful delivery. Manages the facilities’ cash flow forecasting and reporting requirements. Work closely with the Accounting & Finance Department to ensure accuracy of financial statements. Participates in and actively contributes to short and long-term planning of key projects to ensure the smooth delivery of key processes.

Primary Duties/Responsibilities:

• Provide office management and administrative support for two project sites and the Regional Vice President.
• Plan, coordinate and execute assignments across the organization including tracking and reporting on status, risks, issues and dependencies.
• Manages financial reporting activities. Ensures consistent application of organizational policies and compliance with Corporate financial standards, GAAP guidelines and SOX requirements.
• Maintains internal controls and safeguards company assets. Reports irregularities and abnormal conditions that arise during the course of work.
• Ensure the required process flows are completed and maintained.
• Develops, maintains, and improves computer models, systems and databases for new and existing project accounting and financial applications. Assumes responsibility for the integrity of the data contained in the systems and assures that adequate systems documentation is in place.
• Works with Finance & Accounting for external audits.
• Performs and/or leads special projects as assigned.
• Prepares communications with external regulatory agencies, including but not limited to, all regulatory report submissions.
• Performs administrative duties, typically in a specialized function or area, including preparing documents, correspondence and reports for assigned departments. Composes and initiates 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.
• Answers questions via phone or email independently and provides accurate and timely information or guidance.
• Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Collaborates with the Operations management team to effectively coordinate and schedule work and projects.
• Managing assignments to successful completion within designated parameters; close out and handing over assignments as needed.
• Acts as a backup to vacation tracking and timekeeping for the site.
• Support the planning and organizing of employee engagement activities including event planning, newsletter updates and service recognition.
• Responsible for the recordkeeping system for regulatory compliance.
• Manages and updates Emergency Response Plan annually.
• Performs all job responsibilities and duties in compliance with all safety, health, environmental, and security laws, rules, policies, programs and training.

Work Environment:

• Typically spends 100% of time in an office environment.
• Occasional visits to plant areas.
• Fast paced environment with multiple and changing priorities.
• Frequent deadlines.
• Possible Work Hazards : May be infrequently exposed to possible operations hazards or working in or visiting operational site, including dust, fumes, toxic and caustic chemicals, rotating machinery, high pressure, hot or cold work temperatures, slippery surfaces, water and electrical hazards.

Qualifications

Education/Experience/Background:

• Bachelor’s Degree in Accounting recommended.
• Five to seven years in various accounting and finance positions, preferably within a similar industry.
• Public accounting auditing experience preferred.
• Experience working in a Union environment is preferred.

Knowledge/Skills/Abilities:

• Demonstrates strong technical accounting knowledge and analytical skills.
• Proficient in Microsoft Office and Google Suite platforms.
• Must demonstrate ability to define problems, collect data, establish facts and draw valid conclusions. Must demonstrate ability to detect, analyze, interpret and correct irregularities in financial records.
• A substantial level of innovation is required to develop management tools, models, systems and processes. Must have the ability to assist others with budget preparation and to teach cost control.
• Ability to effectively respond to common inquiries or complaints from customers, regulatory agencies or members of the business community.
• Demonstrated ability to prepare accurate, timely, effective, complete and easily understood written communications and reports.
• Ability to maintain confidentiality.
• Strong team and project management skills (initiating, planning, executing, monitoring, controlling and closing) with the ability to delegate work, hold individuals accountable, set goals, evaluate performance, and encourage collaboration.
• Strong interpersonal skills with the ability to build and manage key stakeholder relationships across the organization.
• Highly organized with the ability to prioritize and manage numerous projects with competing priorities.
• Good risk management skills with ability to foresee problems and develop and deliver solutions.
• Financial analysis skills, including budget management, ongoing assessment of project risk/opportunities, project close-out and look-back, and basic accounting knowledge.
• Self-starter, strong drive and result oriented.
• Demonstrated commitment to compliance with applicable laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures.

Required Certification/Licenses/Training:

• Project management courses or certifications such as Project Management Professional (PMP) preferred.

Physical Requirements:

• Amount of time spent –Sitting 75%, Standing & Walking 25%.
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stoop, kneel, or crouch.
• May be required to use stairs.
• The employee must occasionally lift and/or move up to 25 pounds.
• Must take care in lifting or moving files, binders, copies, etc.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Additional Information

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.

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.