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
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
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 attitude
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.