Project Coordinator and Administrator

Company Description

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

Job Description

The Project Coordinator and Administrator play a vital role in overseeing and coordinating various operational and administrative activities within our organic processing facility. This position is responsible for generating and distributing regular reports and analyses on the plant's performance. Additionally, the Project Coordinator and Administrator ensure smooth communication and efficient workflow throughout the facility, acting as a liaison between different departments.

• Reporting activities - Preparing and distributing reports on various aspects of the Plant's performance, including production reports, cost control reports, inbound and outbound reports, environmental reports, etc. Provide analysis on specific reports highlighting trends, risks, and problems.
• Administrative activities - Administer employees' timesheets, process suppliers' invoices, and manage contractors and materials required for operations or maintenance activities.
• Liaise with support functions to coordinate special projects and initiatives aimed at boosting productivity.
• Collaborate with production management regarding equipment availability, scheduled downtime, and the organisation of staff and plant operators. Ensure that contractors and materials are available for all operational activities.

Core Activity Area:

Reporting & Analysis: Prepare and distribute reports on production, cost control, inbound/outbound flows, environmental performance, and resource utilisation.

Billing & Revenue Management: Lead end-to-end billing cycles, including monthly cost and revenue accrual preparation, P&L snapshot production, and Pro Forma invoice creation in SAP S/4 HANA with contract markup application. Manage billing ageing, overdue follow-up with AR, and exception handling for complex billing items. Track billing KPIs, including on-time submission rate, Pro Forma processing time, and exception rate.

Procurement & Purchasing: Create and manage Purchase Requisitions in Ariba across all spend categories (project works, O&M, utilities, vendor services). Vendor & Invoice Management: Oversee vendor onboarding, invoice verification, and AP workflow, including DataServ monitoring, invoice forwarding, PO/WO matching, HST treatment, and cross-site misrouting detection. Manage vendor statement reconciliation and maintain a structured invoice tracker.

Client Relationship Management: Serve as the primary billing contact for the City of Toronto, managing Pro Forma submission, feedback review, revision management, and approval receipt.

Administrative Support: Administer employee timesheets, manage contractor coordination, and provide administrative assistance to operations and maintenance teams. Support continuous improvement initiatives and coordinate with IT, Finance, Procurement, and HR.

Main Responsibilities:

The duties of the Project Coordinator and Administrator are as follows, but not limited to:

1. Prepare regular reports on operations and maintenance, costs, and resource performance as outlined in the contract.
2. Analyse reports and identify trends.
3. Maintain an updated inventory record and ensure timely orders are placed.
4. Organise materials and contractors to support operations and maintenance activities.
5. Provide administrative assistance to the team as needed. ● Support the project team in implementing continuous improvements.
6. Coordinate with support functions such as IT, finance, and procurement to facilitate activities and projects that benefit the plant and the team.
7. Manage vendor setups, purchase orders, deliveries, and invoicing for suppliers.
8. Work with the finance department to produce accurate and timely invoices.
9. Assist the operations and maintenance teams in enhancing efficiency.
10. Organise contractors as needed for support activities.

Qualifications

Formal Education Required:

• Bachelor's degree in Business Administration, Operations Management, or a related field, or equivalent work experience.

Applicable Experience Required:

• A minimum of 3 to 5 years of experience in a plant administrative role or a similar position, preferably in a recycling or manufacturing environment.
• Knowledge, Skills and Abilities:
• Proficient in spreadsheet operations, with advanced skills in Excel and Google Sheets, and experience using SAP and other administrative or program-specific software.
• Strong understanding of numbers and reporting.
• A general understanding of water and wastewater treatment is highly desirable.
• Customer service-oriented, with a commitment to delivering exceptional service and quality results.
• Excellent interpersonal skills to effectively collaborate with a diverse range of individuals, including peers, managers, employees, and other departments and levels within the organisation.
• Effective time management, decision-making, planning and organising skills.
• Attention to detail with the ability to manage a diverse workload in a fast-paced environment, adapting to changing priorities and frequent interruptions.
• Ability to work both collaboratively in a team setting and independently with minimal supervision.
• Proven organisational and creative problem-solving skills
• Ability to maintain confidentiality in all personnel and sensitive matters.
• Ability to fulfil all conditions of employment, including pre-employment verification, criminal record check, and background check.

Required Certifications/Licenses/Training:

• In-house training on the quality systems, quality regulations, and safe work practices (including WHMIS)
• In-house training on Corporate policies
• Respectful Workplace Training
• Strong Leadership Skills
• Strong Project Management Skills

Work Environment:

Full-time position offered permanently, with working schedules from Monday to Friday, with a flexible start time between 6:00 AM and 8:00 AM for 8 hours a day and 40 hours a week.

• Physical or mental demands and activities include, but are not limited to:
  •  Continually managing priorities to meet operational objectives.
• Challenging conditions normally associated with a job (e.g. physical hazards, rotating shifts, shop conditions, as an integral part of the duties performed, etc.) It is assumed that all reasonable and legal Occupational Health & Safety practices are in place and are adhered to. In addition, PPE is to be worn as per company standards and procedures.
  • High-volume workload requires both sound technical knowledge and the ability to provide exceptional customer service.
  • Regular trips into production plants and laboratory; may be exposed to noise, fumes, odours, and chemicals. Subject to extreme heat and cold

Salary:

$27 - $34 per hour

Additional Information

Why join our Resourcers team? Come and Resource the World with us!

• Acting today to create tomorrow's world;

• A company in constant growth;

• A multitude of large-scale projects where you can put your talent to good use;

• Challenges to suit you and the absence of routine;

• The opportunity to develop your career according to your professional goals;

• Internal and external training and coaching programs;

• Competitive compensation, pension and benefits;

• Multidisciplinary work teams and an OHS-oriented work environment.

We thank all applicants for their interest, but only those selected for further consideration will be contacted.

Veolia North America is committed to equal opportunity employment and advancement for all employees and potential employees, and to a work environment free from discrimination and harassment.

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.