Office Assistant / Intern
Veolia North America

El Segundo, California


Company Description

Veolia Group aims to be the benchmark company for ecological transformation. 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 provided 79 million inhabitants with drinking water and 61 million with sanitation, produced nearly 48 million megawatt hours and recovered 48 million tonnes of waste. Veolia Environnement (Paris Euronext: VIE) achieved consolidated revenue of 28,508 billion euros in 2021. www.veolia.com

Job Description

Summary

  • This is an Intern position and the individual is expected to assist the administrative coordinator with data entry, documents filing, placing order for chemicals, and interact with other departments as support function for internal documentation workflow, while maintaining current records management practices. Individual will ensure documentation is properly indexed according to document management system guidelines, and is properly linked to the system for successful access, retrieval and elimination of duplication of efforts. Individual will maintain the system in an appropriate computer software medium, and write Cataloging Policy and/or SOP with the assistance of Veolia's corporate support. Individual must interface and coordinate movement of files with all department managers and in some cases with the client and possess effective communication skills. Performs additional duties as assigned and reasonably related to the position.

Primary Duties / Responsibilities

  • Assist the administrative coordinator with accurate invoice matching of receipt information, photocopying, and data entry.
  • Responsible for weekly gathering and scanning all contract invoices into an electronic database system for distribution to client.
  • Responsible for monthly collecting and accurate data entry of chemical purchase financials into the HACH Wims Management Records System.
  • Weekly ordering of chemical products.
  • Ability to interact with suppliers to resolve simple order issues and invoice matters.
  • Assist the project manager with monthly gathering and photocopying of invoices for the monthly billings.
  • Assist the health and safety specialist with data entry of monthly PureSafety and Tailgates reporting.
  • Provides front desk coverage for the administrative assistant for lunches and periods when not in the office.
  • Responsible for creating invoice storage files ensuring information is properly packed away and correctly labeled, creating and maintaining a precise record of its contents and stored location.
  • Responsible for identifying all plant/facility documents and records to be controlled.
  • Coordinates with all department managers to acquire files/records needed for indexing and to discuss and map out current records management practices.
  • Organizes all internal documents and/or files ranging from vendor files, invoices, to technical engineering drawings and specifications in a centralized system where each item can be found and retrieved easily without duplication of efforts.
  • Assures documentation is properly indexed according to document management system guidelines.
  • Will be responsible for utilizing Veolia's Iron Mountain Records Retention Guide to assign appropriate records rentention instructions to documents and records.
  • Responsible for complying with the rules and regulations set forth by Federal, Local, and State government regarding document management and maintenance.
  • Immediately bring to management's attention any suspected nonconformance regarding all facility procedures and/or legal requirements.
  • Other duties may be assigned.

Qualifications

Education / Experience / Background

  • Must possess a valid CA Driver's license
  • High School Diploma or equivalent is required.
  • Preferred Junior or Senior in college

Knowledge / Skills / Abilities

  • Proven experience and knowledge with computer software, Google Workspace and electronic document systems required.
  • Knowledge with maintaining computer records.
  • Resourceful and possess the ability to analyze documentation using sound judgment.
  • Strong attention to detail, organized, great communicator, and follow directives well.

Additional Information

A subsidiary of Veolia group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has more than 10,000 employees working at more than 350 locations across the continent.



 



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