Senior Administrative Assistant

About Veolia

Veolia group aims to be the benchmark company for ecological transformation. In 2022, 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. Veolia Environnement (Paris Euronext: VIE) generated consolidated revenue of €28.508 billion in 2021. www.veolia.com

JOB PURPOSE

Responsible for providing support to managers, employees, and office visitors by handling a variety of administrative tasks in order to ensure that all interactions between the organization and others are positive and productive.

OBJECTIVES

To communicate effectively with others

To prioritize tasks and respect deadlines

To coordinate efficiently with office and operations teams

MAIN PARTNERS

Internal

Design Department

Execution Department

Operation Department

Accounting Department

Hr Department

External

Suppliers

Forwarders

Truckers

Third party inspectors

TASKS

Office Supply Management

Monitor and maintain inventory of office supplies

Place orders for new supplies as needed, ensuring cost-effectiveness

Research and recommend new products or suppliers when appropriate

Organize and maintain the office supply storage area

Distribute supplies to staff as required

Administrative Support

Answer and direct phone calls

Greet and assist visitors and hospitality

Manage calendars and schedule appointments

Prepare and distribute correspondence, memos, and documents

Organize and maintain filing systems

Arrange bookings for employees and external visitors (Hotels, flights, transportation etc.)

Meeting and Event Coordination

Arrange meeting rooms and prepare necessary materials

Coordinate catering for meetings when required

Assist in organizing company events and functions

General Office Maintenance

Ensure the office is tidy and presentable at all times

Coordinate with cleaning staff or services

Report any maintenance issues to appropriate personnel

Additional Administrative Tasks

Assist with basic bookkeeping tasks as needed

Support other departments with administrative tasks when required

Contribute to improving office procedures and policies

Cargo Management

Receive and process incoming cargo and packages

Prepare and coordinate outgoing shipments

Maintain accurate records of all incoming and outgoing items

Liaise with courier services and delivery personnel

Ensure proper handling and storage of sensitive or confidential packages

Personal Qualities:

Proactive and self-motivated

Professional demeanor and appearance

Discretion in handling confidential information

Flexible and adaptable to changing priorities

Customer service-oriented with a positive attitude

Safety

Make sure that suppliers comply with the Health, Safety and Environment requirements of Veolia group

Ensure that all the necessary documentation for the safe transportation, handling, storage, installation, and operation and maintenance of the goods is provided by the suppliers

Coordinate risky deliveries with the Safety Manager and Site Team

Quality

Apply the Quality procedures for operations bound to their activity.

Qualifications:

High school diploma required; associate's degree in business administration or related field preferred

2+ years of experience in an administrative or secretarial role

Proficient in Office Suite (Word, Excel, PowerPoint, Outlook) or similar

Excellent organizational and time management skills

Strong attention to detail

Effective communication skills, both verbal and written

Ability to multitask and prioritize in a fast-paced environment

Experience with inventory management and basic bookkeeping is a plus

Familiarity with shipping and receiving procedures

English skills required

Proactive and self-motivated

Professional demeanor and appearance

Discretion in handling confidential information

Flexible and adaptable to changing priorities

Customer service-oriented with a positive attitude

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

The preceding description is not designed to be a complete or exhaustive list of all duties and responsibilities that will be carried out by the selected candidate.

Veolia Middle East does not and shall not discriminate in any forms in its recruitment processes.