Administrative Assistant

Job Description

Job Summary

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.

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.

Duties & 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 the 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:

  • 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)

• Logistics Transactions & Support:

  • 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

• 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

Qualifications

Knowledge, Skills & 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 & 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 salary 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 of $23-$27 hourly.

Benefits:

• Medical, Dental, & Vision Insurance Starting Day 1!
• Life Insurance
• Paid Time Off
• Paid Holidays
• Parental Leave
• 401(k) Plan - 3% default contribution plus matching!
• Flexible Spending & Health Saving Accounts
• AD&D Insurance
• Disability Insurance
• Tuition Reimbursement

Disclaimer: The salary, other compensation, and benefits information are accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.

****Applicants are required to be eligible to lawfully work in the U.S. immediately; the employer will not sponsor applicants for U.S. work authorization (e.g., H-1B visa) for this opportunity**** Veolia does not accept unsolicited resumes from external recruiting firms. All vendors must have a current and fully executed MSA on file before submitting candidates. Any unsolicited resumes from external recruiting firms. All vendors must have a current and fully executed MSA on file before submitting candidates. Any unsolicited resumes and candidate profiles will be deemed the property of Veolia, and no fee will be due. 

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