Administrative Assistant

Company Description
About Veolia North America
A subsidiary of Veolia group, Veolia North America (VNA) 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. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has more than 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com.
Job Description
BENEFITS
Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.
POSITION PURPOSE
The Veolia James River Plant located in Richmond, Virginia is looking for an Administrative Assistant to provide administrative and accounting support to the plant team.
James River is a key facility within the Veolia North America - Regeneration and Recovery Solutions Organization servicing the refining, chemical, health care, and pharmaceutical industries. James River site consumes molten sulfur to create fresh sulfuric acid of varying strengths (fuming and non-fuming). Sulfuric acid is a critical component in chemical synthesis and material processing for a wide array of end use applications.
This is an exciting and dynamic business. Our organization is highly committed to Process Safety, Environmental Stewardship, and Operational Excellence.
PRIMARY DUTIES / RESPONSIBILITIES
This position supports the administrative and accounting functions. The incumbent is responsible for:

• Execute Service Level Agreement billing with site tenants.
• Site contact for Accounts Payable, and Finance. Manage billing inquires, invoice processing, account accruals, etc.
• Site Support for SAP - assist with shipping issues, order issues, cost reporting for projects/vendors, and training.
• Plant procurement
• Writing Requisitions
• Create PO Release from requisitions where vendors have Agreements.
• Receiving Goods / Service Entry Sheets
• Invoice verification (verification of receipt of goods and services) and processing for payment initiation in DataServ or equivalent software
• Check requisition status to ensure PO is generated.
• Communicate with Vendors on PO status.
• Check Request processing.
• Facilitate plant budget meetings and report generation (plant fixed costs, variable costs, and capital expenditures)
• Lead plant cost tracking system and reconciliation of unresolved expenditures
• Track and trend spending
• Serve as CRIM (i.e., Records Management Coordinator) for the site.
• Documentation control coordinator - manage procedure updates by due dates.
• Initiate circulation of procedures for review
• Ensure proper red line edits and formatting.
• Ensure 0 overdue procedure reviews.
• Clerical and administrative duties as required for a continuous improvement office environment.
• Support facilitation of plant core team meetings and follow up.
• Month End accounting and inventory reconciliation (must be available for month end closing on routine basis, last calendar day of each month)
• Serves as back up shipping coordinator - Successful and efficient coordination of finished product shipping (rail, truck, and samples) and raw material receiving.
• Freight Reconciler - check for suspended or unauthorized freight bills, resolve as needed.
• Serves as back up to Maintenance clerk.
• Help manage plant visitors, site activities and celebrations.
• Other administrative duties as determined necessary to support site success.
• Vendor set up (SAP), Printer/Fax coordination, resolve Cintas uniform issues, Ship items Via Fed Ex and TQYL (shipping company), Enter action items in to tracking database, make miscellaneous labels, Team meeting note taker, check and sort mail, purchase supplies for plant/office, manage site badging process including account set up, maintain communications boards, organize and maintain plant files and supplies, maintain plant calendar activities and work anniversaries. etc.
• Working overtime as required by management or to meet business needs.

WORK ENVIRONMENT

• Willingness and capability to don basic personal protective equipment, (i.e., safety shoes, hard hat, safety glasses, gloves, face mask etc.) to enter plant areas as needed to perform duties related to these required skills.
• Willing and able to climb stairs, ladders/stools; stand, walk, stoop, bend, kneel, crawl; visual acuity for close work; able to reach overhead; able to hear and respond to alarms.

Qualifications
Education / Experience / Background

• Successful candidate should possess a two-year degree in Business Administration, Accounting or equivalent demonstrated and relevant experience.
• High School diploma or GED is required minimum.
• Exceptional interpersonal and communication skills, both written and verbal
• Demonstrated strong teamwork and collaboration skills.
• Demonstrated ability to create a respectful work environment where everyone can contribute to their full potential.
• Belief/acceptance of and commitment that all occupational injuries and illness are preventable.

Knowledge / Skills / Abilities

• Demonstrated working knowledge of SAP. Must also be able to learn and use other job specific software.
• Demonstrated ability to initiate, establish and maintain effective collaborative relationships and communication with plant personnel, customer personnel and Veolia personnel at other locations.
• Demonstrated ability to work independently and to self-manage. The incumbent must be able to recognize needs, organize and execute work with little or no involvement of others.
• Demonstrated proficiency utilizing organizational, interpersonal, time management and multi-tasking skills to achieve desired business results.
• Strong Proficiency using MS Excel, Word, Power point, Windows environment.
• Ability to troubleshoot and identify problems and engage in creative problem-solving.
• Demonstrated ability to work with individuals and teams of diverse backgrounds.
• Demonstrated adaptability/flexibility in dealing with administrative tasks to meet demands and to ensure deadlines are met.
• Demonstrated ability to maintain professionalism and confidentiality.
• Effective communication, both written and oral
• Assessment of and adherence to business deadlines and time commitments
• Demonstrated ability to manage electronic and paper files.
• Must possess current and valid Driver's License.

Other Desired Skill and/or Experiences (not necessarily required but considered a plus)

• Experience with invoice management, receipt verification, account reconciliation
• Experience with budgeting
• Experience and/or understanding of supply chain and logistics.
• Experience using Google Docs, Google Sheets, Google Slides

Required Certification / Licenses / Training

• Must possess a current and valid Driver's license.

Additional Information
We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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.