Administrative Coordinator Veolia NA

Company Description

Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery.

Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Supports the New York Operations Division with daily and advanced office/administrative work. This position will also partner with all of the Directors, Managers, Supervisors and Human Resources of the New York Division to provide general administrative support to operations with limited oversight. Assists with confidential matters such as legal contracts, invoices, purchase orders, monthly water reports, SCADA reports, mailings, general compliance correspondence, maintenance of office supply inventory, filing and tracking of certificate of liability insurance.

Provide event planning support. Assist in organization of files, and provide secondary support to Administrative Coordinator Counterpart. A successful Administrative Coordinator will have a service-minded, positive attitude and prefers to work in a team environment seeking to help meet goals of the group.

• Provide administrative support for the New York division.
• Drafts, updates, composes, and/or prepares correspondence and reports for the New York management.
• Order supplies as required.
• Reviews and prioritizes incoming / outgoing communications and correspondence including but not limited to daily mail pick-up and distribution.
• Assist with coordination and scheduling of vendors for building and grounds maintenance at multiple sites:
  West Nyack Headquarters, West Nyack T&D Office, New Rochelle T&D Office, and the Lake DeForest Plant (collaborating with SCADA operators).
• Support general facilities management, including building maintenance, troubleshooting and organizing storage areas. Coordinate vendor services and maintenance.
• Assist with the implementation and maintenance of office technology systems, such as printers, copiers, and communication tools.
• Support employee engagement initiatives and internal/external event coordination. Performs scheduling and coordination of office meetings and Service Award celebrations for the New York division.
• Organization of office functions.
• Identify opportunities for process improvement and cost savings in office operations.
• Provide secondary support for NY Vehicles and Liaison between field and Fleet management company including ensuring staff has updated registrations, current insurance cards, recalls communicated to supervisors, maintain tracking location of vehicles, and scheduling vehicle inspections and maintenance for local pool vehicles, data collection and tracking related to company vehicles and paperwork including fleet vehicles.
• Provide secondary support for DOT License Management/Administration including tracking of CDL requirements and renewals for the staff. Work closely with frontline supervisors to ensure all drivers are compliant with DOT requirements.
• Travel to the Westchester office weekly to assist the Operations team with administrative functions on a weekly basis.
• Other functions as necessary.

• While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.

• High School Diploma/GED is required.
• College or Business School is preferred.
• 2-5 years job related experience, preferably as an Administrative Assistant.
• Bookkeeping and/or accounting experience is preferred.

• Knowledge of utility operations is preferred.
• File organization, both physical and electronic.
• Excellent written and oral communication skills.
• Excellent…