Administrative Assistant

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

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

Internal

• Design Department
• Execution Department
• Operation Department
• Accounting Department
• Hr Department

External

• Suppliers
• Forwarders
• Truckers
• Third party inspectors

TASKS

Administrative:

• Office Supply ManagementMonitor and maintain inventory of office suppliesPlace orders for new supplies as needed, ensuring cost-effectivenessResearch and recommend new products or suppliers when appropriateOrganize and maintain the office supply storage areaDistribute supplies to staff as required
• Administrative SupportAnswer and direct phone callsGreet and assist visitors and hospitalityManage calendars and schedule appointmentsPrepare and distribute correspondence, memos, and documentsOrganize and maintain filing systemsArrange bookings for employees and external visitors (Hotels, flights, transportation etc.)
• Meeting and Event CoordinationArrange meeting rooms and prepare necessary materialsCoordinate catering for meetings when requiredAssist in organizing company events and functions
• General Office MaintenanceEnsure the office is tidy and presentable at all timesCoordinate with cleaning staff or servicesReport any maintenance issues to appropriate personnel
• Additional Administrative TasksAssist with basic bookkeeping tasks as neededSupport other departments with administrative tasks when requiredContribute to improving office procedures and policies
• Cargo Management Receive and process incoming cargo and packagesPrepare and coordinate outgoing shipmentsMaintain accurate records of all incoming and outgoing itemsLiaise with courier services and delivery personnelEnsure proper handling and storage of sensitive or confidential packages

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.

Additional Information

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

The preceding description is not designed to be a complete or exhaustive list of all duties and responsibilities that will be carried out by the selected candidate.

Veolia Middle East does not and shall not discriminate in any forms in its recruitment processes.