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

• Compile submittals as instructed for review by the Project Managers (Organize, Create TOC, Compile and PDF all files, ISA data sheets, PBoM, submit to PM for review, Make any revisions identified by the PM, Create the electronic submittals, Send approved submittals to supplier, Make COs and the labels to go on the CDs, Assist in assembly and mailing as necessary).
• Compile O&M manuals as instructed for review by the Project Managers (Organize, Create TOC, Compile and PDF all files, ISA data sheets, PBoM, submit to PM for review, Make any revisions identified by the PM, Create the electronic manuals, Send approved submittals to supplier, Make COs and the labels to go on the CDs, Assist in assembly and mailing as necessary).
• Compile field service manuals.
• Printing and copying submittals, manuals and O&M's.
• Print drawings.
• Handle calls regarding submittals and manuals.

Administrative Services

• Assist with answering the phones, greeting visitors,
• Shipping via FedEx/USPS/UPS for all outgoing packages (the same day as requested). 
• Direct all visitors entering by the side door to report to the reception desk.
• Communicate what supplies need to be ordered in the weekly orders.
• Assist in office events such as customer visits, meetings, catering, cookouts, etc. 
• Sign for and distribute UPS/FedEx/DHL packages.
• Inventory and put away office supply orders in absence of responsible staff.
• General clerical duties such as scanning, mailing, faxing filling.. etc
• Contact vendors of mailed invoices to request emails in lieu of mail
• Time Entry management
  • Monitor/process time entry in latis
  • Setup new users in Latis
• Office Interior
  • Kitchens: Maintain and stock a minimum of three times per week (more if needed). 
  • Clocks: Once a week validating all clocks have the correct time and changing batteries when needed. If a replacement is needed, communicate that to the Admin Manager. (do not worry about the dates)
  • Conference Rooms: Maintain and straighten up daily (clean whiteboards, tables, turn off Tv’s, fill mini fridge, etc.) Sanitize copy machines daily.
  • Drinks Refrigerator: Fill this daily to ensure refreshments are always available for staff and visitors.
  • Supply/Paper Cabinets: Maintain and restock inventory a minimum of three times per week (more if needed). 
  • Employee Onboarding: Prepare space, create mailbox and order name plate for new employees.
  • Develop slides for internal communication on office display screens.

Additional duties and responsibilities:

• Fill in for administrative duties of other personnel when they are out or busy with other assignments. 
• Any other duties as assigned by management.

Qualifications

Qualifications:

Required:

• HS Diploma, GED or equivalent.
• Computer literate and is comfortable using Microsoft, Adobe or Google

Preferred:

• Associate’s Degree
• College coursework in science
• Strong writing, presentation and communication skills
• Must be very organized and efficient at completing tasks

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.

• 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 is 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; 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 and candidate profiles will be deemed the property of the company and no fee will be due.

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

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