Veolia is a global leader in environmental services, operating across all five continents withnearly 218,000 employees. Specializing in water, energy, and waste management, Veolia Groupdesigns and implements innovative solutions for decarbonization, depollution, and resourceregeneration, supporting communities and industries in their ecological transformation. Withinthis framework,

Veolia's Water Technology Business brings together a dedicated team ofexperienced professionals committed to tackling the world’s most complex challenges related towater scarcity, quality, productivity, and energy. Together, we pursue a shared mission to create amore sustainable future.

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 criticalliaison between customers, production teams, and internal stakeholders to facilitate timely orderfulfillment while proactively identifying and resolving potential obstacles. The position requires strongorganizational skills to accurately process orders, coordinate with plant operations for scheduling, andmanage urgent expediting requests.

As a customer-facing representative, you will handle inquiries, resolve escalations, and maintainconsistent communication to ensure exceptional service delivery. Additionally, this role encompassesmentoring new team members and spearheading process improvement initiatives to enhanceoperational efficiency and customer satisfaction. The ideal candidate will demonstrate excellentcommunication 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 withcustomers and internal stakeholders, and provide timely updates throughout the order lifecycleto prevent roadblocks and manage expectations.
- Cross-Functional Coordination: Strong capability to collaborate effectively across multipledepartments (production, planning, sales) to ensure seamless order management from entrytodelivery while balancing competing priorities.
- Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles, resolvingcustomer concerns, handling urgent requests and escalations with composure, andimplementing solutions that satisfy both customer needs and operational constraints.
- Leadership and Continuous Improvement Mindset: Demonstrated ability to mentor anddevelop 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-fulldelivery 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 timelycommunication
- Execute project billing activities and ensure accurate invoicing for customer accounts
- Conduct root cause analysis to identify process gaps and implement improvements thatenhance customer experience
- Serve as gatekeeper for customer data integrity by coordinating with relevant departments tomaintain 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 andcustomer 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 workplace
- Ability to work independently and make decisions and recommendatio

📌 Administrative Assistant (Canada)
🏢 Veolia
📍 Canada