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Administrative Assistant

1 month ago

New Philadelphia, United States Veolia Water Technologies & Solutions Full time

Veolia Water Technologies & Solutions (VWTS) is a worldwide leader in water recovery,
treatment, and reuse. We design, supply, and service a range of water systems and monitoring equipment in industries ranging from pharmaceutical to food and beverage applications, and from microelectronics ultrapure water to municipal water and industrial wastewater treatment. We are one of the world’s leading manufacturers of total organic carbon (TOC) analyzers and corresponding certified reference materials. Our ground-breaking endotoxin analyzer is the latest addition to our expanding analytical instruments portfolio. We strive to provide not only superior technology and design, but also outstanding quality, service, and application support.

Job Description

This role supports the administrative needs at our New Philadelphia, OH chemical blending site. This role is in the Chemical Monitoring Systems (CMS) supply chain division of Veolia and reports to the Plant Manager.

Duties & Responsibilities:

  • Front Office Administrator duties such as, but not limited to, answering phones, greeting visitors and ensuring they sign in and reviewing plant guidelines, distributing mail, creating FedEx/UPS mailers and packages, document shredding, updating training records, etc.
  • Prep schedule reports (MS Excel) at the direction of the Master Planner.
  • Primary Back-Up for the Office Manager.
  • Printing address labels, MSDS and Product labels.
  • Posting Bulk Bills, Scanning Bills and Bulk Bills for archiving.
  • Corresponding with external logistics company if paperwork has not been received.
  • Creating Proforma Invoices, assembling paperwork and scanning to carrier and export (Canadian paperwork), searching for Certificates of Authenticity (COA) and Proof of Delivery (POD) when requested.
  • Filing Receiving paperwork Filing and tracking weekly RCRA Filing Process orders.
  • Printing Label boards for the Truck Drivers Creating Custom bulk and Mini bulk deliveries, printing out and putting together paperwork, fix and post Truck Drivers unposted meter tickets, identify and correct failure codes for the Custom and Mini-bulk deliveries. Track Fleet orders that have not been delivered and returned and enter Work Flows for Overages returned to the plant.
  • Correcting Purchase Order problems /Approving invoices in Serrala.
  • Receiving in Capital projects; Creating Capital projects Purchase requests and adding them into the tracker. Maintain monthly cost tracker and accruals for the plant.
  • Must be familiar with SAP for the purposes of creating Indirect Purchase requisitions, material disposals, Semi bulk inventory movements.
  • Entering Manifest in Excel spreadsheet.
  • Assisting sourcing with correcting raw material P.O issues with G/R's issues.
  • Perform inventory audits and adjust as necessary
  • Communicate with procurement on material issues as necessary
  • This list is not all-inclusive and may include other duties as assigned and necessary for the operation and management of the overall plant.

Qualifications

Education & Experience
Required:

  • High school diploma / GED with at least 4 years of experience in an administrative support role.
  • Professional Office Acumen while interacting with Employees, Visitors, Customers and others

Preferred:

  • 2-year Associates degree from an accredited school with an emphasis in business, finance or accounting.
  • Strong computer skills
  • Strong communication skills and ability to learn and understands all policies, practices, and procedures.
  • Strong sense of priority
  • Strong interpersonal skills
  • Must be efficient and organized with the ability to work independently and solve problems
  • Prior work experience in a manufacturing environment.
  • Self-starter familiar with billing practices (A/P and A/R)
  • Prior experience supporting an engineering team, working with cost projections/projects
  • Experience working in and navigating computer applications such as SSS, Excel, SAP &Gensuite
  • General clerical duties as needed (filing, copying, scanning, ordering supplies/materials, etc.)

Working Conditions:

  • Must be comfortable working in a manufacturing environment.
  • Must be comfortable working around chemicals.
  • Sitting up to 8 hours per day.
  • Standing up to 8 hours per day.
  • Lifting up to 20lbs. occasionally.

Additional Information

All your information will be kept confidential according to EEO guidelines.

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

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