Administrative Assistant

Join Ecolab’s team as an Administrative Assistant. This office management opportunity will play a key role in supporting all different departments . This position is responsible for managing and prioritizing requests from different stakeholders and ensures all necessary reporting and correspondence is completed in a timely, accurate and professional manner. As a critical role for the business, this position expeditiously and effectively resolves the issues and concerns.

Job Characteristics: Performs general administrative duties in support of an individual, group of professionals and/or business process(es). Compiles and analyzes basic information for inclusion in reports or presentation materials and prepares charts, graphs, or tables as necessary. Receives and responds to routine correspondence following established procedures not requiring management review.

What You Will Do:

• Maintain key relationships with customers and internal departments to build knowledge and understanding of customer needs and expectations 
• Prepare correspondence, presentations, reports, project tracking, budget planning, database consolidation and other projects as requested
• Assist corporate account associates with research into customer issues (e.g., invoice discrepancies, work order analysis, reporting) and follow up on customer questions including product, credit, pricing, and distribution and service concerns
• Assist with processing legal contracts by obtaining and reviewing financial data, ensuring details match contract, obtaining necessary approvals to ensure contract meets guidelines, establishing accurate customer master data (e.g., contract alignment, discounts and special handling instructions) and making change requests through the Contract Management System
• Provide support with both domestic and international travel booking, calendar and email management, and coordination of multi-time zone conference calls and WebEx meetings
• Organize and maintain the office system (e.g., filing, order supplies, upkeep of equipment)
• Provide back-up support to other members of the administrative team in the region
• Provide support to other internal departments (HR, Finance, Logistics...)
• Ensure and maintain all tasks related to Office Management and facilities

Minimum Qualifications:

• Bachelor’s Degree
• 2 to 3 years of administrative support experience
• Intermediate proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• No Immigration Sponsorship available for this opportunity

Preferred Qualifications:

• Bachelor’s Degree
• 2 to 3 years of administrative support experience
• Customer service experience where you have directly interfaced with customers