Administrative Assistant

Job Description

On-site Support Assistant
Reports to Site Support Manager
Hours: 8am – 5:00pm (1 hour lunch)

Key Job Responsibilities:

• Support site personnel in the Cary office with site-related tasks/projects
• Position requires the ability to problem solve with a proactive and positive approach to assisting others.
• Physical presence in the Cary office is required 5 days a week (Monday - Friday)

On-site support for the Cary office shall include:

Project execution

• Submittals and O&M Manuals: Organize, compile, create table of contents, format PDFs, include technical data (ISA sheets, parts lists), submit for PM review, revise as needed, create electronic versions, distribute to suppliers, and manage CD labeling and mailing
• Additional Tasks: Compile field service manuals, handle printing/copying, print drawings, and respond to inquiries

Administrative Services

• Reception and Shipping: Answer phones, greet visitors, process daily shipments (FedEx/USPS/UPS), and manage package distribution
• Office Management: Coordinate supply ordering, assist with events, manage time entry systems, and handle general clerical work (scanning, mailing, faxing)
• Employee Support: Onboard new hires (workspace setup, mailbox creation, name plates) and create internal communication slides
• Fill in for the administrative duties of other personnel when they are out or busy with other assignments.

Facility Maintenance

• Kitchens: Stock 3+ times weekly
• Clocks: Weekly time/battery checks
• Conference Rooms: Daily cleaning and maintenance
• Refrigerator: Daily restocking
• Supply Cabinets: Restock 3+ times weekly
• Copy Machines: Daily sanitizing
• Any other duties as assigned by management.

Additional Information

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.

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