Administrative Assistant (6:30am-3pm)

Veolia Environnement SA; Edmonton; On-site; CAD 28,000 - 41,000; Full time

Benefits offered by this job

Life Insurance

Paid Time Off

Paid Holidays

Flexible Spending & Health Saving

Job summary

Veolia is seeking an Administrative Assistant to coordinate end‑to‑end order management, serving as the liaison between customers, production, and internal stakeholders to ensure timely delivery and resolve obstacles. The role requires strong organizational skills, ERP familiarity, and the ability to schedule with plant operations, handle inquiries, and mentor new team members while supporting process improvements in a fast‑paced environment.

Reports to the Plant Manager.

Qualifications

• Bachelor’s degree or equivalent in a relevant field.
• 3–4 years of professional experience in a manufacturing environment.
• Experience with Salesforce and SAP is a plus.

Responsibilities

• Process standard, complex, and key account orders accurately in the system.
• Coordinate with plant/production teams to schedule and prioritize orders.
• Communicate proactively with customers regarding order status and potential issues.
• Identify and resolve potential roadblocks throughout the order fulfillment process.
• Lead and participate in cross-functional projects to improve order management and customer service.

Skills

Order management

Cross-functional coordination

Problem solving

Communication

Mentoring

Process improvement

Education

Bachelor's degree

Tools

Salesforce

SAP

Job description

Veolia is a global leader in environmental services, operating across all five continents withnearly 218,000 employees. Specializing in water, energy, and waste management, Veolia Groupdesigns and implements innovative solutions for decarbonization, depollution, and resourceregeneration, supporting communities and industries in their ecological transformation. Withinthis framework,

Veolia's Water Technology Business brings together a dedicated team ofexperienced professionals committed to tackling the world’s most complex challenges related towater scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create amore sustainable future.

Job Description

The Administrative Assistant serves as the primary coordinator for end-to-end order management,ensuring seamless execution from initial order entry through final delivery. This role acts as a criticalliaison between customers, production teams, and internal stakeholders to facilitate timely orderfulfillment while proactively identifying and resolving potential obstacles. The position requires strongorganizational skills to accurately process orders, coordinate with plant operations for scheduling, andmanage urgent expediting requests.

As a customer-facing representative, you will handle inquiries, resolve escalations, and maintainconsistent communication to ensure exceptional service delivery. Additionally, this role encompassesmentoring new team members and spearheading process improvement initiatives to enhanceoperational efficiency and customer satisfaction. The ideal candidate will demonstrate excellentcommunication abilities, cross-functional collaboration skills, and a proactive approach to problem-solving in a fast-paced environment.

This role will report directly to the Plant Manager.

Key Characteristics

• Proactive Communication Skills: Ability to anticipate issues, maintain consistent dialogue withcustomers and internal stakeholders, and provide timely updates throughout the order lifecycleto prevent roadblocks and manage expectations.
• Cross-Functional Coordination: Strong capability to collaborate effectively across multipledepartments (production, planning, sales) to ensure seamless order management from entrytodelivery while balancing competing priorities.
• Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles, resolvingcustomer concerns, handling urgent requests and escalations with composure, andimplementing solutions that satisfy both customer needs and operational constraints.
• Leadership and Continuous Improvement Mindset: Demonstrated ability to mentor anddevelop team members while driving process optimization initiatives that enhance efficiency,accuracy, and customer satisfaction.

Duties & Responsibilities

• Process standard, complex, and key account orders accurately and efficiently in the system
• Manage order-related issues and coordinate with internal teams to ensure on-time, in-fulldelivery to customers
• Coordinate with plant/production teams to schedule and prioritize orders
• Communicate proactively with customers regarding order status and potential issues
• Identify and resolve potential roadblocks throughout the order fulfillment process
• Collaborate with planning team to expedite urgent customer requests
• Respond to customer inquiries via phone and written communication
• Handle special customer queries, urgent requests, and escalations with professional and timelycommunication
• Execute project billing activities and ensure accurate invoicing for customer accounts
• Conduct root cause analysis to identify process gaps and implement improvements thatenhance customer experience
• Serve as gatekeeper for customer data integrity by coordinating with relevant departments tomaintain accurate information in the ERP system
• Contribute to IT projects and system enhancement initiatives to improve operational efficiency
• Initiate and manage break-fix requests to resolve system or process issues
• Lead and participate in cross-functional projects aimed at improving order management andcustomer service processes
• Handle escalations from customers and sales team members
• Provide support and assistance to key customer accounts
• Train and mentor new team members on processes and procedures
• Maintain regular communication with internal stakeholders throughout order lifecycle
• Monitor order progress and proactively address delays or complications

Knowledge, Skills & Abilities

• High level of attention to detail and documentation
• Strong computer, math, and problem-solving skills
• Ability to multitask and maintain focus in a fast-paced environment
• Ability to work independently and make decisions and recommendations
• Possess the verbal and written communication skills to proactively communicate with on-sitepersonnel and remote team and respond to their concerns.
• Ability to maintain composure during escalations and communicate complex information clearly.

Qualifications

Education & Experience
Required:

• Bachelor’s degree, associate degree (two-year college or technical school), or equivalentexperience.
• 3-4 years of professional experience working in a manufacturing environment.

Preferred:

• Experience in Sales Force
• Experience working in the chemical industry
• SAP Experience

Additional Information

Compensation:

The compensation range is tied to the market for similarly bench-marked roles. The range is not an absolute, but a guide, and offers will be based on the individual candidate’s knowledge, skills, experience and market conditions, as well as internal peer equity. Depending upon all the preceding considerations for the final selected individual candidate, the offer may be lower or higher than the stated range: $20-30 CAD.

Artificial Intelligence (AI) Disclosure:

We do not use Artificial Intelligence (AI) to screen, assess, or select applicants for this position.

Vacancy Status:

This posting is for an existing vacancy.

We realize diverse teams make smarter decisions, deliver better results, and build stronger communities. We’re an organization that champions diversity and inclusion at every rung of the ladder and are proud to be an equal opportunity workplace.

• Life Insurance
• Paid Time Off
• Paid Holidays
• Flexible Spending & Health Saving Accounts
• AD&D Insurance
• Disability Insurance
• Tuition Reimbursement

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.

Applicants are required to be eligible to lawfully work in the U.S. immediately; employer will
not sponsor applicants for U.S. work authorization (e.g. H-1B visa) for this opportunity

Veolia does not accept unsolicited resumes from external recruiting firms. All vendors must have
a current and fully executed MSA on file before submitting candidates. Any unsolicited resumes
and candidate profiles will be deemed the property of the company and no fee will be due.

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