Office Manager - job 1 of 3

A subsidiary of Veolia group, Veolia North America (VNA) is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It 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. www.veolianorthamerica.com

Position Purpose: 

The Office Manager plans, runs and delivers administrative projects designed to improve the Operations. The Office Manager is able to plan a project, set timelines and milestones, allocate resources, manage budgets and deliver results. Manage the compliance and financial disclosure activities to make certain all report disclosures are sufficient and in compliance. Collaborates closely with Operations personnel in accomplishing successful delivery. Manages the facilities’ cash flow forecasting and reporting requirements. Work closely with the Accounting & Finance Department to ensure accuracy of financial statements. Participates in and actively contributes to short and long-term planning of key projects to ensure the smooth delivery of key processes.

Primary Duties/Responsibilities: 

• Provide Office Management and administrative support for the Regional Leader.
• Plan, coordinate and execute assignments across the organization including tracking and reporting on status, risks, issues and dependencies.
• Manages financial reporting activities. Ensures consistent application of organizational policies and compliance with Corporate financial standards, GAAP guidelines and SOX requirements.
• Maintains internal controls and safeguards company assets. Reports irregularities and abnormal conditions that arise during the course of work.
• Collaborates with the Operations management team to effectively coordinate and schedule work and projects.
• Assist with the design and development of Human Resources projects as assigned; report on progress and status.
• Managing assignments to successful completion within designated parameters; close out and handing over assignments as needed.
• Set up and maintain data management systems for current business relations.
• Prepares communications with external regulatory agencies including but not limited to all regulatory report submissions.
• Organizes and communicates with management concerning cash flow forecasting and management.
• Works with Finance & Accounting for external audits.
• Collaborates with the Engineering and Operations Coordinator to accomplish design and construction oversight for assigned facilities on new or existing projects.
• Coordinates internal resources to ensure accurate and timely plan reviews of assigned facilities for new or existing developments.
• Performs actual cost vs. estimate assessments on new projects.
• Develops and proposes solutions to correct project performance deficiencies.
• Participates in the development of architectural design and delivery processes and standards.
• Reviews designs by others to assure conformance with company standards.
• Designs and drafts plans for facilities floor / space planning, evacuation plans, water system diagrams and graphics.
• Provide various reports and blueprints using AutoCad including emergency evacuation plans, charts, graphics, building / site plans.
• Develop and maintain a vacation tracking system for the site.
• Support the planning and organizing of employee engagement activities including event planning, newsletter updates and service recognition.
• Devise a process to facilitate a secondary arrangement for key positions during emergencies.
• Responsible for the recordkeeping system for regulatory compliance.
• Manages and updates Emergency Response Plan annually.
• Oversee training of support staff including Operations Coordinator to ensure maximum Operations support.
• Processes, establishes recurring contracts and templates. discrepancies as required. Assists in resolving.
• Serves as liaison between Veolia executive management and any other corporate departments, business, and community groups.
• Performs all job responsibilities and duties in compliance with all safety, health, environmental, and security laws, rules, policies, programs and training.

Work Environment:

• Primary functions require sufficient physical ability and mobility to work in a field/office environment.
• While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.

Education/Experience/Background: 

• Bachelor’s degree in Business Administration Management, Engineering, or a related technical discipline, or the equivalent combination of education, technical certifications or training, and/or work experience.
• Five to seven years in various accounting and finance positions, preferably within a similar industry.
• Public accounting auditing experience required.
• Prior experience with Sarbanes Oxley required.
• Supervisory experience with understanding of human relations, training, and performance management.
• Experience in water or wastewater system design, maintenance, and/or operations preferred.

Knowledge/Skills/Abilities: 

• Demonstrates strong technical accounting knowledge and analytical skills.
• Must be able to speak to give direction and converse with others.
• Must be able to read complex operations and financial reports. Write detailed reports and prepare and deliver presentations. Analyze complex operational and technical challenges and resolve same.
• Strong communications skills, both oral and written.
• Strong team and project management skills (initiating, planning, executing, monitoring, controlling and closing) with the ability to delegate work, hold individuals accountable, set goals, evaluate performance, and encourage collaboration.
• Strong interpersonal skills with the ability to build and manage key stakeholder relationships across the organization.
• Highly organized with the ability to prioritize and manage numerous projects with competing priorities.
• Good risk management skills with ability to foresee problems and develop and deliver solutions.
• Good organization, interpersonal, and teamwork skills.
• Ability to function in the digital world, using computer, laptop, tablet, smart phone devices and software to communicate, perform, and record work.
• Financial analysis skills, including budget management, ongoing assessment of project risk/opportunities, project close-out and look-back, and basic accounting knowledge.
• Strong stakeholder management and influencing skills.
• Self-starter, strong drive and result oriented.
• Excellent communication skills with the ability to communicate at all levels.

Required Certification/Licenses/Training: 

• Project management courses or certifications such as Project Management Professional (PMP) preferred.
• Valid local state driver’s license required.

Physical Requirements:

• Walk, stand, and sit for prolonged periods of time.
• Frequently stoop, bend, kneel, crouch, crawl, climb, reach, twist, grasp, and make repetitive hand movement in the performance of daily duties.
• Ability to lift, carry, push and/or pull moderate amounts of weight.
• Must be able to see clearly and hear.

Pay Range $85000 to $94000 per year.

Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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.