Administrative Assistant

Veolia; Fatih; On-site; TRY 240,000 - 360,000; Full time

Job summary

Veolia is seeking an organized Administrative Assistant in Fatih, Istanbul to support managers, staff, and visitors by handling a variety of tasks to ensure productive interactions within the organization. The role covers office supply management, calendar scheduling, correspondence, and meetings coordination, with a focus on accuracy and confidentiality.

English proficiency and strong MS Office skills are essential.

Qualifications

• Requires high school diploma; an associate's degree in business administration or related field is preferred.
• 2+ years of experience in administrative or secretarial roles.
• Proficient in Office Suite (Word, Excel, PowerPoint, Outlook) or similar.
• Excellent organizational and time management skills.
• Strong attention to detail and effective written and verbal communication.

Responsibilities

• Administrative: Office supply management; monitor and maintain inventory; place orders; research and recommend new products or suppliers; organize and maintain storage; distribute supplies.
• Administrative Support: Answer and direct phone calls; greet visitors; manage calendars; prepare and distribute correspondence; organize filing systems; arrange bookings for employees and external visitors.
• Meeting and Event Coordination: Arrange meeting rooms; prepare materials; coordinate catering; assist in organizing company events.
• General Office Maintenance: Ensure tidy office; coordinate with cleaning staff; report maintenance issues.
• Additional Administrative Tasks: Assist with basic bookkeeping; support other departments; contribute to improving procedures and policies.
• Cargo Management: Receive and process cargo; coordinate outgoing shipments; maintain records; liaise with courier services; ensure proper handling and storage of sensitive packages.

Skills

Office Suite Proficiency

Organizational skills

Time management

Communication skills

Multitasking

English skills

Inventory bookkeeping experience

Shipping/Receiving procedures

Education

High school diploma

Associate's degree in business administration

Tools

Microsoft Office

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

• 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

• 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.

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.