Administrative Assistant

Veoliaenvironnementsa; Fatih; On-site; TRY 1,947,000 - 2,921,000; Full time

Job summary

Veolia Middle East is seeking an organized administrative professional to support managers, staff, and visitors by handling a wide range of office tasks. You will manage office supplies, calendars, visitors, travel bookings, and paperwork while ensuring professional interactions and efficient daily operations.

Ideal candidates have a high school diploma or equivalent, 2+ years in an admin role, and proficiency with Office Suite.

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 verbal and written communication
• 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

Responsibilities

• 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
• 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.)
• Arrange meeting rooms and prepare necessary materials
• Coordinate catering for meetings when required
• Assist in organizing company events and functions
• Ensure the office is tidy and presentable at all times
• Coordinate with cleaning staff or services
• Report any maintenance issues to appropriate personnel
• Assist with basic bookkeeping tasks as needed
• Support other departments with administrative tasks when required
• Contribute to improving office procedures and policies
• 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

Skills

Communication

Multitasking

Time management

Attention to detail

English proficiency

Professional demeanor

Discretion

Customer service

Education

High school diploma

Associate degree in business administration

Tools

Office Suite

Job description

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

Administrative

• 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

Qualifications and Experience

• 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

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.

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.