Administrative Assistant

About Veolia

Veolia group aims to be the benchmark company for ecological transformation. With nearly 220,000 employees worldwide, the Group designs and provides game-changing solutions that are both useful and practical for water, waste and energy management. Through its three complementary business activities, Veolia helps to develop access to resources, preserve available resources, and replenish them. In 2021, the Veolia group supplied 79 million people with drinking water and 61 million people with wastewater service, produced nearly 48 million megawatt hours of energy and treated 48 million metric tons of waste.

On-site Support Assistant

Reports to Site Support Manager

Hours: 8am – 5:00pm (1 hour lunch)

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.

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

Requirements

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

Nice to have

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