Administrative Assistant (6:30am-3pm)

Veolia is a global leader in environmental services, operating across all five continents with nearly 218,000 employees. Specializing in water, energy, and waste management, Veolia Group designs and implements innovative solutions for decarbonization, depollution, and resource regeneration, supporting communities and industries in their ecological transformation. Within this framework,

Veolia's Water Technology Business brings together a dedicated team of experienced professionals committed to tackling the world’s most complex challenges related to water scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create a more sustainable future.

The Administrative Assistant serves as the primary coordinator for end-to-end order management, ensuring seamless execution from initial order entry through final delivery. This role acts as a critical liaison between customers, production teams, and internal stakeholders to facilitate timely order fulfillment while proactively identifying and resolving potential obstacles. The position requires strong organizational skills to accurately process orders, coordinate with plant operations for scheduling, and manage urgent expediting requests.

As a customer-facing representative, you will handle inquiries, resolve escalations, and maintain consistent communication to ensure exceptional service delivery. Additionally, this role encompasses mentoring new team members and spearheading process improvement initiatives to enhance operational efficiency and customer satisfaction. The ideal candidate will demonstrate excellent communication abilities, cross-functional collaboration skills, and a proactive approach to problem-solving in a fast-paced environment.

This role will report directly to the Plant Manager.

Key Characteristics

- Proactive Communication Skills: Ability to anticipate issues, maintain consistent dialogue with customers and internal stakeholders, and provide timely updates throughout the order lifecycle to prevent roadblocks and manage expectations.
- Cross-Functional Coordination: Strong capability to collaborate effectively across multiple departments (production, planning, sales) to ensure seamless order management from entry to delivery while balancing competing priorities.
- Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles, resolving customer concerns, handling urgent requests and escalations with composure, and implementing solutions that satisfy both customer needs and operational constraints.
- Leadership and Continuous Improvement Mindset: Demonstrated ability to mentor and develop team members while driving process optimization initiatives that enhance efficiency, accuracy, and customer satisfaction.

Education & Experience

Responsibilities

Process standard, complex, and key account orders accurately and efficiently in the system; Manage order-related issues and coordinate with internal teams to ensure on-time, in-full delivery to customers; Coordinate with plant/production teams to schedule and prioritize orders; Communicate proactively with customers regarding order status and potential issues; Identify and resolve potential roadblocks throughout the order fulfillment process; Collaborate with planning team to expedite urgent customer requests; Respond to customer inquiries via phone and written communication; Handle special customer queries, urgent requests, and escalations with professional and timely communication; Execute project billing activities and ensure accurate invoicing for customer accounts; Conduct root cause analysis to identify process gaps and implement improvements that enhance customer experience; Serve as gatekeeper for customer data integrity by coordinating with relevant departments to maintain accurate information in the ERP system; Contribute to IT projects and system enhancement initiatives to improve operational efficiency; Initiate and manage break-fix requests to resolve system or process issues; Lead and participate in cross-functional projects aimed at improving order management and customer service processes; Handle escalations from customers and sales team members; Provide support and assistance to key customer accounts; Train and mentor new team members on processes and procedures; Maintain regular communication with internal stakeholders throughout order lifecycle; Monitor order progress and proactively address delays or complications

Requirements

High level of attention to detail and documentation; Strong computer, math, and problem-solving skills; 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 team and respond to their concerns.; Ability to maintain composure during escalations and communicate complex information clearly.; Bachelor’s degree, associate degree (two-year college or technical school), or equivalent experience.; 3-4 years of professional experience working in a manufacturing environment.

Nice to have

Experience in Sales Force; Experience working in the chemical industry; SAP Experience