Job Description

Position Purpose:

Supports the New York Operations Division with daily and advanced office/administrative work. This position will also partner with all of the Directors, Managers, Supervisors and Human Resources of the New York Division to provide general administrative support to operations with limited oversight. Assists with confidential matters such as legal contracts, invoices, purchase orders, monthly water reports, SCADA reports, mailings, general compliance correspondence, maintenance of office supply inventory, filing and tracking of certificate of liability insurance. Provide event planning support. Assist in organization of files, and provide secondary support to Administrative Coordinator Counterpart. A successful Administrative Coordinator will have a service-minded, positive attitude and prefers to work in a team environment seeking to help meet goals of the group.

Primary Duties/Responsibilities:

• Provide administrative support for the New York division.
• Drafts, updates, composes, and/or prepares correspondence and reports for the New York management.
• Order supplies as required.
• Reviews and prioritizes incoming / outgoing communications and correspondence including but not limited to daily mail pick-up and distribution.
• Assist with coordination and scheduling of vendors for building and grounds maintenance at multiple sites: West Nyack Headquarters, West Nyack T&D Office, New Rochelle T&D Office, and the Lake DeForest Plant (collaborating with SCADA operators).
• Support general facilities management, including building maintenance, troubleshooting and organizing storage areas. Coordinate vendor services and maintenance.
• Assist with the implementation and maintenance of office technology systems, such as printers, copiers, and communication tools.
• Support employee engagement initiatives and internal/external event coordination. Performs scheduling and coordination of office meetings and Service Award celebrations for the New York division.
• Organization of office functions.
• Identify opportunities for process improvement and cost savings in office operations.
• Provide secondary support for NY Vehicles and Liaison between field and Fleet management company including ensuring staff has updated registrations, current insurance cards, recalls communicated to supervisors, maintain tracking location of vehicles, and scheduling vehicle inspections and maintenance for local pool vehicles, data collection and tracking related to company vehicles and paperwork including fleet vehicles.
• Provide secondary support for DOT License Management/Administration including tracking of CDL requirements and renewals for the staff. Work closely with frontline supervisors to ensure all drivers are compliant with DOT requirements.
• Travel to the Westchester office weekly to assist the Operations team with administrative functions on a weekly basis.
• Other functions as necessary.

Work Environment:

• While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.

Qualifications

Education/Experience/Background:

• High School Diploma/GED is required.
• College or Business School is preferred.
• 2-5 years job related experience, preferably as an Administrative Assistant.
• Bookkeeping and/or accounting experience is preferred.

Knowledge/Skills/Abilities:

• Knowledge of utility operations is preferred.
• File organization, both physical and electronic.
• Excellent written and oral communication skills.
• Excellent organizational and time management skills.
• Excellent telephone etiquette.
• Excellent PC Skills and Google Suite knowledge.
• Ability to work independently under pressure of deadlines and make decisions using sound judgment and discretion.
• Excellent interpersonal skills with ability to interface effectively with all levels of management in a positive manner.
• Solid decision making and ability to resolve “breaks” in the process, along with the understanding of how and when to elevate these particular issues to their manager.
• Able to travel between West Nyack and New Rochelle location.
• Must be able to speak to give direction and converse with others.
• Must be able to read complex operations and financial reports. Write detailed reports and prepare and deliver presentations. Analyze complex operational and technical challenges and resolve same.

Required Certification/Licenses/Training:

• Must be a notary or willing to become a notary within 6 months of hire.

Physical Requirements:

• Primary functions require sufficient physical ability and mobility to work in a field/office environment: to walk, stand, and sit for prolonged periods of time: to frequently stoop, bend, kneel, crouch, crawl, climb, reach, twist, grasp, and make repetitive hand movement in the performance of daily duties.
• Ability to lift, carry, push and/or pull moderate amounts of weight.
• Must be able to see clearly and hear.

Additional Information

Pay Range: $75000 to $82000 per year.

Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. 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.

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.

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.