Administrative Assistant

Job Title

Administrative Assistant

Job Description

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.

Duties and 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 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

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

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

Key Characteristics:

• Organization and Attention to Detail: Ensure documentation is accurate and meets company and 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 and clear updates (written and verbal).
• Cross-Functional Coordination: Strong capability to collaborate effectively with local site personnel and remote internal and external stakeholders.
• Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles and taking the initiative to resolve and/or escalate the issue.

Qualifications

Knowledge, Skills, and 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 and Experience:

Required

• High school diploma or GED
• 2+ years of professional experience demonstrating Key Characteristics

Preferred

• Bachelor's degree or associate degree (two-year college or technical school)
• Experience working in the chemical industry or a manufacturing environment
• Experience with SAP or similar ERP platforms

Additional Information

At 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.

Compensation - The pay range is tied to the market for similarly benchmarked roles. The range is not an absolute, but a guide, and offers will be based on the individual candidate's knowledge, skills, experience, and market conditions, as well as internal peer equity. Depending upon all the preceding considerations for the final selected individual candidate, the offer may be lower or higher than the stated range: $23-29

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.