Office Coordinator
Company: Veolia North America
Location: Norwalk
Posted on: April 26, 2024
Job Description:
Company DescriptionAbout Veolia North AmericaA 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 approximately 10,000
employees working at more than 350 locations across the continent.
Please visit our website -www.veolianorthamerica.com.Job
DescriptionBENEFITSVeolia'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: -Provides
administrative and accounting support to several projects in the NE
Region. Exercises good judgment in a variety of situations, with
strong written and verbal communication, administrative and
organizational skills and the ability to maintain balance among
multiple priorities. Must be able to handle extensive financial
matters in a responsible and detailed manner. Responsible for
providing management with critical information of a financial
nature. Able to work independently and must be able to work under
pressure at times to handle a wide variety of activities and
confidential matters.Primary Duties/Responsibilities:Accounting
- Audits NE projects processes in the following areas: Purchase
Requisition, Accounts Payable Policy and Supply Chain Management
Initiatives.
- Processes requisitions in PeopleSoft for entire project.
Includes processing those for capital projects. Also prepares
blanket purchase orders for chemicals and sludge hauling by
estimating the yearly usage.
- Month End Financials: o Appropriately designate costs to
correct accounts to meet the Client's or Project's needs. o
Maintains monthly cost spreadsheet to aid in month end close for
Holyoke. o Continue to check with Management Team for any
last-minute costs. o Maintain financials with any last minute costs
or revisions. Participates in the Month End Financial Call with
Project Manager and/or Regional VP.
- Ascertain that all invoices costs are accounted for and coded
correctly. Various spreadsheets are updated regularly and are part
of the monthly report.
- Verify, codes and approves P Card accounts for the Management
Team for over 120 transactions each month with a yearly total spend
of over $50,000.00.
- Researches and facilitates any payment issues for vendors.
- Processes employee expense reports.Administration
- Assists Director of Operations & Project Managers with any
projects as necessary.
- Prepares the Monthly Client Report.
- Creates and updates databases and produce various statistical
reports such as benchmarks for chemicals and sludge, monthly
septage usage, electrical and natural gas usage.
- Maintains Administrative Manual which is a document which
includes the majority of the SOPs for this position and other
relevant information.
- Gathers information and prepares the Annual Client Report.
Assists and ensures that other Contract Deliverables are
completed.
- Works with confidential material which includes but is not
limited employee disciplinary issues, Project financial
information, employee wage garnishments, employee medical
information, and court documents.
- Prepares project correspondence and maintains project
files.
- Assist employees to obtain safety equipment and including the
processing of necessary paperwork.
- Performs other clerical tasks, including completion of periodic
paperwork, filing, and copying.
- Provides other duties as assigned.Human Resources
- Maintains project records.
- Audits union timesheets to ensure time entry is accurate and in
accordance with Collective Bargaining agreement. Escalates
discrepancies to the Project Managers.
- Provides support to employees with any routine payroll or HR
issues. Assist employees preparing for medical leave by giving them
information on Short Term Disability. Prepares timesheets for
employees out on extended medical leave. Makes necessary
corrections on timesheets as STD is approved.
- Verifies that union employees have received the correct amounts
in their leave accrual and paid time off to ensure accuracy vs
budget.
- Assists management team in ensuring that qualified employees
receive their promotions as required. Ensures that employees have
current wastewater licenses.
- Manages CDL program for Region. Ensures that employees complete
the necessary paperwork and physicals in order to obtain their
CDL/CMV medical card.
- Assist newly hired employees in obtaining fuel card pins,
procurement cards, cell phones, and ID badges.Regional Admin
Responsibilities
- Prepares requisitions and process payment requests for projects
under Regional VP.
- Troubleshoot invoice issues.
- Create and receive against purchase orders. Complete any
necessary paperwork needed for blanket PO creation.
- Complete timesheet entry for projects.
- Responsible for purchasing office equipment and supplies.
- Works with other departments/projects to facilitate their needs
in setting up vendors, obtaining supplies, and offering computer
assistance.
- Initiates any new systems to increase efficiency.
- Performs related work as
required.QualificationsEducation/Experience/Background:
- High School Diploma.
- Accounting coursework or college level education
preferred.
- 5-7 years in Accounting and Administration.
- Proficient in Microsoft Office and/or Google
Products.Knowledge/Skills/Abilities:
- Extensive computer experience with MS Office and/or Google
Products. Able to learn a variety of software and web-oriented
platforms.
- Strong organizational skills that reflect the ability to
perform and prioritize multiple tasks seamlessly with excellent
attention to detail.
- Must be able to work autonomously and as part of a team.
- Requires strong analytical skills and administrative
abilities.
- Must be able to meet deadlines.
- Very strong communication skills.
- Proven ability to work with confidential material and be
adaptable to various competing demands.Physical Requirements:
- Regularly spend long hours sitting and using office equipment
and computers.
- Regularly move from sitting to standing positions
effortlessly.
- Regularly work on repetitive tasks.
- Regularly use hands and fingers to handle, control or feel
objects.
- Frequently bend to file and maintain files.Additional
InformationWe 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.
Keywords: Veolia North America, New England , Office Coordinator, Administration, Clerical , Norwalk, Northeast
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