Office Manager

Veolia Environnement SA•Buffalo, NY

1d•Hybrid

About The Position

The Office Manager provides critical operational and financial support for a team of 10 Veolia members and 120 partner organization members. Operating in both office and industrial plant settings, this role ensures business objectives are met through efficient resource utilization, rigorous financial tracking, and streamlined administrative processes.

Requirements

High School Diploma/GED is required.
Associate’s Degree in Business Management or a related field.
5+ years in an Office Management capacity.
Proven experience in Accounting, AR/AP, budget preparation and the knowledge of complex Management Agreements.
Advanced PC skills, specifically Google G Suite, MS Word, and Excel (spreadsheet development/formatting).
Ability to understand complex management contracts, work independently with little direction, and handle sensitive/confidential information.
Exceptional written and oral communication skills; must be able to independently compose routine and executive-level communications.

Responsibilities

Oversee and manage budgets related to facilities, supplies, and all operations.
Track forecasts and spend for all limit accounts, providing monthly updates to the team, client, and Buffalo Water Board.
Prepare and submit monthly invoices per contract terms; manage payments and address billing inquiries.
Review, verify, and process invoices against purchase orders; maintain accurate digital and physical financial records.
Reconcile spending and ensure team compliance with credit card expenses.
Assist the billing department with month-end closing, including accruals and reconciliations for chemicals and sludge.
Manage the end-to-end procurement process, from identifying needs and reviewing quotes to creating POs and tracking delivery.
Coordinate with contractors on account setup, COIs, quotes, and invoicing.
Oversee contracts for security, landscaping, and office equipment; work with Technical Managers to facilitate building repairs.
Develop and coordinate monthly Board reports and contractually required annual reports.
Lead cross-department operational improvement projects and develop standard templates to maximize efficiency.
Act as the primary link between US corporate headquarters and the Buffalo home office regarding company policies.
Answer complex inquiries from BW staff and facilitate access to learning programs (e.g., AWWA).