Administrative Coordinator

2 weeks ago

Milwaukee, Wisconsin, United States Veolia North America Full time
Company Overview:
Veolia North America (VNA) is a subsidiary of Veolia Group, providing a comprehensive range of services in water, waste, and energy management. Our expertise includes water and wastewater treatment, as well as the collection and disposal of commercial and hazardous waste. We cater to a diverse clientele, including commercial, industrial, healthcare, higher education, and municipal sectors across North America.

With our headquarters located in Boston, Massachusetts, VNA employs approximately 10,000 professionals across more than 350 locations throughout the continent. For more information, please visit our website.

Job Overview:

Benefits:
VNA offers a robust benefits package that includes paid time off, health, dental, and vision insurance. Employees also have the opportunity to participate in an employer-sponsored 401(k) plan to assist in retirement savings. For union-represented employees, pay and benefits are governed by their collective bargaining agreement.

Position Objective:

The Administrative Coordinator is tasked with overseeing all front office operations, which encompass the reception area, mail handling, significant purchasing requests, and facility management.

This role involves directing and coordinating office services and related activities, with a focus on developing and supervising programs to optimize the use of services and equipment.

Additionally, the coordinator is responsible for organizing internal office relocations and facilitating arrangements for office meetings.


Key Responsibilities:
  • Manage the reception area to ensure effective communication via telephone and mail, both internally and externally, to uphold a professional image.
  • Oversee the maintenance and modification of office spaces and equipment, ensuring proper layout, arrangement, and cleanliness of office facilities.
  • Negotiate the procurement of office supplies, furniture, and equipment in accordance with company purchasing policies and budgetary constraints.
  • Supervise the upkeep of office equipment, including copiers and fax machines.
  • Handle the day-to-day operations of the facility, including distributing building access keys and providing backup for security access cards.
  • Participate in special departmental projects as required.
  • Perform clerical and administrative tasks, including typing documents, correspondence, and reports for the assigned department. Compose and initiate routine correspondence and memoranda, ensuring clarity and adherence to company standards.
  • Enter data from various sources to maintain and update databases and spreadsheets, ensuring data integrity through verification of input and calculations.
  • Create, run, and distribute standard and customized periodic reports to communicate follow-up requirements and summarize findings.
  • Collaborate with a designated team to develop and maintain standard templates and sections of presentations to enhance efficiency and reduce turnaround time.
  • Screen telephone calls and visitors, providing basic information and taking accurate messages to ensure timely delivery.
  • Maintain organized computer and/or hard copy files for easy identification and retrieval.
  • Keep an inventory of departmental office supplies, preparing purchase requests and coordinating with the purchasing department.
  • Occasionally schedule and maintain a calendar of meetings and travel itineraries, coordinating associated arrangements as needed.
  • Plan and coordinate on-site and offsite conferences, meetings, and special events, ensuring accurate and timely communication with all involved parties.
  • Assist others in the facility/office as needed, which may include supporting departmental human resource functions, such as preparing confidential personnel information and conducting new hire orientation.

Qualifications:
  • High school diploma or GED, or equivalent work experience.
  • Minimum of 2 years of administrative or related experience.
  • At least two years of experience operating a switchboard.

Knowledge, Skills, and Abilities:
  • Proficient in Microsoft Office Suite.
  • Ability to maintain strict confidentiality.
  • Familiarity with mail processes, including postage machines and courier services.
  • Strong planning and organizational skills.
  • Excellent interpersonal and communication skills.
  • Professional demeanor and appearance.
  • Computer literacy, particularly in Microsoft Office for Windows.
  • Ability to manage staff and possess supervisory experience.
  • Effective negotiation skills.

Physical Requirements:
Ability to lift approximately 15-20 pounds in a typical office environment.

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.

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