Office Manager

Company Description

A subsidiary of Veolia group, Veolia North America (VNA) is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education, and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has more than 10,000 employees working at more than 350 locations across the continent. www.veolianorthamerica.com

Job Description

Position Purpose: 

The Office Manager is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. They are also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

Primary Duties/Responsibilities: 

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Negotiates the purchase of office supplies and furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervises the maintenance of office equipment, including the copier, fax machine, etc.
• Responsible for the facility's day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
• Participates as needed in special department projects.
• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.  Proofs art or graphics and verifies that art and text agree.
• Enters data from various sources to maintain and update various databases and spreadsheets.  Ensures data integrity by verifying input and calculations.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time.
• Screens telephone calls and visitors. Answers basic questions and provides information. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory of departmental office supplies. Prepares purchase requests for above items and coordinates with the purchasing department.
• Occasionally schedules & maintains a calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements. Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events. Ensures accurate and timely communication to involved parties.
• Assists others in facility / office as needed. May assist with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation. 

Work Environment: 

• Usual Office Environment.

Qualifications

Education/Experience/Background: 

• High School Diploma/GED is required.
• 2 years of administrative or equivalent experience.
• At least two years of switchboard experience.

Knowledge/Skills/Abilities: 

• Ability to maintain absolute confidentiality.
• Working knowledge of mail processes such as postage machine, Federal Express and UPS.
• Good planning and organizational skills.
• Well-developed interpersonal and communication skills.
• Professional appearance and manner.
• Computer literacy, specifically Microsoft Office for Windows.
• Ability to manage staff (supervisory experience).
• Ability to negotiate effectively.
• Proficient in Microsoft Office.

Physical Requirements: 

• Ability to lift approximately 15-20 lbs.

Additional Information

Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. 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.