Administrative Assistant

Job Description

The Administrative Assistant serves as the primary coordinator for end-to-end order management, ensuring seamless execution from initial order entry through final delivery. This role acts as a critical liaison between customers, production teams, and internal stakeholders to facilitate timely order fulfillment while proactively identifying and resolving potential obstacles. The position requires strong organizational skills to accurately process orders, coordinate with plant operations for scheduling, and manage urgent expediting requests.

As a customer-facing representative, you will handle inquiries, resolve escalations, and maintain consistent communication to ensure exceptional service delivery. Additionally, this role encompasses mentoring new team members and spearheading process improvement initiatives to enhance operational efficiency and customer satisfaction. The ideal candidate will demonstrate excellent communication abilities, cross-functional collaboration skills, and a proactive approach to problem-solving in a fast-paced environment.

This role will report directly to the Plant Manager.

Key Characteristics

• Proactive Communication Skills: Ability to anticipate issues, maintain consistent dialogue with customers and internal stakeholders, and provide timely updates throughout the order lifecycle to prevent roadblocks and manage expectations.
• Cross-Functional Coordination: Strong capability to collaborate effectively across multiple departments (production, planning, sales) to ensure seamless order management from entry to delivery while balancing competing priorities.
• Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles, resolving customer concerns, handling urgent requests and escalations with composure, and implementing solutions that satisfy both customer needs and operational constraints.
• Leadership and Continuous Improvement Mindset: Demonstrated ability to mentor and develop team members while driving process optimization initiatives that enhance efficiency, accuracy, and customer satisfaction.

Duties & Responsibilities

• Process standard, complex, and key account orders accurately and efficiently in the system
• Manage order-related issues and coordinate with internal teams to ensure on-time, in-full delivery to customers
• Coordinate with plant/production teams to schedule and prioritize orders
• Communicate proactively with customers regarding order status and potential issues
• Identify and resolve potential roadblocks throughout the order fulfillment process
• Collaborate with planning team to expedite urgent customer requests
• Respond to customer inquiries via phone and written communication
• Handle special customer queries, urgent requests, and escalations with professional and timely communication
• Execute project billing activities and ensure accurate invoicing for customer accounts
• Conduct root cause analysis to identify process gaps and implement improvements that enhance customer experience
• Serve as gatekeeper for customer data integrity by coordinating with relevant departments to maintain accurate information in the ERP system
• Contribute to IT projects and system enhancement initiatives to improve operational efficiency
• Initiate and manage break-fix requests to resolve system or process issues
• Lead and participate in cross-functional projects aimed at improving order management and customer service processes
• Handle escalations from customers and sales team members
• Provide support and assistance to key customer accounts
• Train and mentor new team members on processes and procedures
• Maintain regular communication with internal stakeholders throughout order lifecycle
• Monitor order progress and proactively address delays or complications

Knowledge, Skills & Abilities

• High level of attention to detail and documentation
• Strong computer, math, and problem-solving skills
• Ability to multitask and maintain focus in a fast-paced environment 
• Ability to work independently and make decisions and recommendations
• Possess the verbal and written communication skills to proactively communicate with on-site personnel and remote team and respond to their concerns.
• Ability to maintain composure during escalations and communicate complex information clearly.

Qualifications

Education & Experience
Required:

• Bachelor’s degree, associate degree (two-year college or technical school), or equivalent experience.
• 3-4 years of professional experience working in a manufacturing environment.

Preferred:

• Experience in Sales Force
• Experience working in the chemical industry
• SAP Experience

Additional Information

Compensation:

• The compensation range is tied to the market for similarly bench-marked roles. The range is not an absolute, but a guide, and offers will be based on the individual candidate’s knowledge, skills, experience and market conditions, as well as internal peer equity. Depending upon all the preceding considerations for the final selected individual candidate, the offer may be lower or higher than the stated range: $20-30 CAD.

Artificial Intelligence (AI) Disclosure:

• We do not use Artificial Intelligence (AI) to screen, assess, or select applicants for this position.

Vacancy Status:

• This posting is for an existing vacancy.

We realize diverse teams make smarter decisions, deliver better results, and build stronger communities. We’re an organization that champions diversity and inclusion at every rung of the ladder and are proud to be an equal opportunity workplace.

• Medical, Dental, & Vision Insurance Starting Day 1!
• Life Insurance
• Paid Time Off
• Paid Holidays
• Parental Leave
• 401(k) Plan - 3% default contribution plus matching!
• Flexible Spending & Health Saving Accounts
• AD&D Insurance
• Disability Insurance
• Tuition Reimbursement

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.

****Applicants are required to be eligible to lawfully work in the U.S. immediately; employer will
not sponsor applicants for U.S. work authorization (e.g. H-1B visa) for this opportunity****

Veolia does not accept unsolicited resumes from external recruiting firms. All vendors must have
a current and fully executed MSA on file before submitting candidates. Any unsolicited resumes
and candidate profiles will be deemed the property of the company and no fee will be due.

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.