Administrative Assistant

Veolia Environnement SA•New Philadelphia, OH

12d

About The Position

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.

Requirements

High school diploma or GED
2+ years of professional experience demonstrating Key Characteristics
High level of attention to detail and documentation
Strong computer, math, and problem-solving skills
Familiarity with basic accounting, budgeting, procurement, and billing practices
Possess 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 environment
Ability to work independently and make decisions and recommendations
Ability to maintain composure during escalations and communicate complex information clearly.
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.

Nice To Haves

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

Responsibilities

Primary responsibility for 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.
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.
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).
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.
Manage inventory and re-order processes for all plant consumable supplies.
Support site material inventory initiative and cycle counts.
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.