Administrative Assistant - Fleet, Safety & Facilities

Summit Design and Engineering Services is an award-winning multi-disciplined firm headquartered in Raleigh NC. Our fast-paced growth-oriented company strives to deliver innovative elegant solutions to our clients while providing support and guidance to the communities where we live work and play. We have also been recognized throughout the industry: we are the current ACEC/NC Large Firm of the Year (2023) and have been on the NC Triangle Business Journals Fast 50 for seven years.

At Summit we know our employees are the backbone of our organization. Thats why weve built a collaborative growth-oriented environment where each team member is valued heard and supported in their career goals. We invest directly in our employees success by offering a wide range of benefits beyond the basics including student loan reimbursement paid volunteer hours education and certification assistance wellness stipends and a flexible workplace that encourages work-life balance. When our team succeeds Summit thrives!

We seek individuals who will contribute to a more diverse inclusive and forward-thinking environment. If youre interested in joining over 400 of the industrys best and brightest we welcome you to apply.

We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our Fleet Safety and Facilities operations. This role will be based out of our Hillsborough NC office and plays a vital part in ensuring the smooth coordination and administration of vehicle logistics insurance claims safety documentation and facility-related tasks. The ideal candidate will demonstrate excellent communication and logistics skills a high level of accuracy and strong proficiency in Excel and asset management software. This position also includes responsibility for assisting with the reallocation and transportation of company vehicles so an excellent driving record is required.

Responsibilities:

• Serve as a primary point of contact with our Fleet Management Vendor to coordinate vehicle assignments maintenance records registration and decommissioning.
• Assist with vehicle reallocations including scheduling and physically delivering/picking up vehicles as needed.
• Maintain accurate vehicle inventory and driver assignment records.
• Coordinate with our vehicle insurance provider regarding accident claims documentation and follow-up communications.
• Track and report vehicle usage mileage and fuel consumption.
• Assist in maintaining records of incident reports insurance claims and safety-related documentation.
• Assist in tracking compliance with driver safety requirements and training.
• Support the preparation of safety communications and updates.
• Assist with tracking and scheduling facility maintenance requests.
• Maintain records related to facility inspections repairs and service contracts.
• Support facility projects with administrative tasks such as vendor coordination and documentation.

Required Qualifications:

• Proven administrative or coordination experience preferably in a fleet safety or facilities environment.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Proficient in Microsoft Excel and general Microsoft Office applications.
• Ability to manage multiple priorities.
• Must possess a valid drivers license with an excellent driving record.
• Ability to travel locally routinely and out of state on occasion.
• The ability to identify and solve problems particularly in a fast-paced environment.
• Ability to work in both office and field settings

Preferred Qualifications:

• Experience working with a Fleet Management Company or in vehicle logistics.
• Familiarity with insurance claims processes.
• Prior experience supporting safety or facilities operations.

Summit Design and Engineering is an Equal Opportunity Employer. E-verify.

A background check including a criminal and driving record check will be performed. A criminal conviction will not automatically disqualify a candidate. Many factors will be considered when a conviction is present.