Administrative Assistant

Veolia Environnement SA; Fatih; On-site; TRY 180,000 - 280,000; Full time

Job summary

Veolia is seeking an Administrative Assistant to support managers, employees, and visitors with a wide range of office tasks in a dynamic environment. You will manage calendars, coordinate travel, organize filings, and assist with events while ensuring smooth daily operations.

Ideal candidates have at least 2 years of administrative experience, strong organizational skills, and proficiency in Office Suite. Knowledge of shipping procedures and basic bookkeeping is a plus; a proactive,

Qualifications

• High school diploma required; associate's degree in business administration preferred.
• 2+ years in administrative or secretarial role.
• Proficient in Office Suite or similar.
• Excellent organizational and time management skills.
• Strong attention to detail and communication skills.
• Experience with inventory management and basic bookkeeping is a plus.
• Familiarity with shipping and receiving procedures.

Responsibilities

• Manage office supplies and monitor inventory.
• Answer calls, greet visitors, and handle hospitality.
• Manage calendars and schedule appointments.
• Prepare and distribute memos and documents; maintain filing systems.
• Arrange travel bookings and coordinate meeting rooms.
• Coordinate catering for meetings and assist with events.
• Receive, store, and track incoming and outgoing shipments.
• Assist with basic bookkeeping and support other departments.
• Ensure compliance with health, safety, and confidentiality requirements.

Skills

Office Suite

Multitasking

Organizational skills

Communication skills

Attention to detail

Education

High school diploma

Associate's degree in business administration

Tools

Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

About Veolia
Veolia group aims to be the benchmark company for ecological transformation. In 2022, with nearly 220,000 employees worldwide, the Group designs and provides game-changing solutions that are both useful and practical for water, waste and energy management. Through its three complementary business activities, Veolia helps to develop access to resources, preserve available resources, and replenish them. In 2021, the Veolia group supplied 79 million people with drinking water and 61 million people with wastewater service, produced nearly 48 million megawatt hours of energy and treated 48 million metric tons of waste. Veolia Environnement (Paris Euronext: VIE) generated consolidated revenue of €28.508 billion in 2021. www.veolia.com

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

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

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

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

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.

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.