Administrative Assistant

Job description

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 Administrative: 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

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 English skills required Experience with inventory management and basic bookkeeping is a plus
• Familiarity with shipping and receiving procedures 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 attitudu 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.