Administrative Assistant - Fleet, Safety & Facilities

Summit Design and Engineering Services, PLLC • Hillsborough, NC • 23h ago

320 Executive Court, Hillsborough, NC, USA | Full Time

Summit Design and Engineering Services is an award-winning, multi-disciplined firm headquartered in Hillsborough, 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 Journal's Fast 50 for seven years.

At Summit, we know our employees are the backbone of our organization. That's why we've built a collaborative, growth-oriented environment where each team member is valued, heard, and supported in their career goals. We invest directly in our employee's 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 you're interested in joining over 400 of the industry's 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 driver's 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.

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