Finance & Office Administrator

Company Description

Veolia in North America 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. Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Job Description

Position Purpose: 

The Office Manager provides critical operational and financial support for a team of 10 Veolia members and 120 partner organization members. Operating in both office and industrial plant settings, this role ensures business objectives are met through efficient resource utilization, rigorous financial tracking, and streamlined administrative processes.

Primary Duties/Responsibilities: 

• Financial & Budgetary Oversight
  • Budget Management: Oversee and manage budgets related to facilities, supplies, and all operations.
  • Forecasting: Track forecasts and spend for all limit accounts, providing monthly updates to the team, client, and Buffalo Water Board.
  • Accounts Receivable (AR): Prepare and submit monthly invoices per contract terms; manage payments and address billing inquiries.
  • Accounts Payable (AP): Review, verify, and process invoices against purchase orders; maintain accurate digital and physical financial records.
  • Compliance: Reconcile spending and ensure team compliance with credit card expenses.
  • Month-End Support: Assist the billing department with month-end closing, including accruals and reconciliations for chemicals and sludge.
• Procurement & Vendor Management           
  • Lifecycle Procurement: Manage the end-to-end procurement process, from identifying needs and reviewing quotes to creating POs and tracking delivery.
  • Contractor Relations: Coordinate with contractors on account setup, COIs, quotes, and invoicing.
  • Facilities Management: Oversee contracts for security, landscaping, and office equipment; work with Technical Managers to facilitate building repairs.
• Administration & Operations
  • Reporting: Develop and coordinate monthly Board reports and contractually required annual reports.
  • Process Improvement: Lead cross-department operational improvement projects and develop standard templates to maximize efficiency.
  • Corporate Liaison: Act as the primary link between US corporate headquarters and the Buffalo home office regarding company policies.
  • Team Support: Answer complex inquiries from BW staff and facilitate access to learning programs (e.g., AWWA).

Qualifications

Education/Experience/Background: 

• High School Diploma/GED is required.
• Associate’s Degree in Business Management or a related field.
• 5+ years in an Office Management capacity; proven experience in Accounting, AR/AP, budget preparation and the knowledge of complex Management Agreements.

Knowledge/Skills/Abilities: 

• Advanced PC skills, specifically Google G Suite, MS Word, and Excel (spreadsheet development/formatting).
• Ability to understand complex management contracts, work independently with little direction, and handle sensitive/confidential information.
• Exceptional written and oral communication skills; must be able to independently compose routine and executive-level communications.

Additional Information

Pay Range: $95000 to $105000 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.

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.