Administrative Assistant

JOB SUMMARY:

The Administrative Assistant plays a key role in supporting the engineering team and daily business operations with a focus on leveraging Salesforce CRM, Monday.com, and Oracle project management/ERP tools to streamline workflows, reporting, and data accuracy. This full-time position ensures billable staff can focus on project work by handling administrative tasks such as task tracking, travel planning, reporting, and special projects. The role requires a highly organized, detail-oriented individual who is proactive and team-focused.

JOB DUTIES:

Administrative Support:

• Support special administrative projects such as data entry into company business development and project management databases, and ad hoc tasks as assigned. Act as an administrator for Salesforce, ensuring accurate entry of projects, and support Oracle ERP/Project Management functions including data entry, reporting, and reconciliation.
• Monitor incoming leads via the general email and route them to appropriate staff for follow-up.
• Provide day-to-day support for engineering staff to maximize efficiency and allow focus on billable work.
• Assist project managers by generating Oracle and Monday.com reports (budgets, invoicing, project tracking) and Salesforce dashboards to inform decision-making.
• Assist leadership (Director of Business Development and Strategy & Engineering Director) with administrative tasks and scheduling.
• Other duties as assigned.

Operational Contributions:

• Prioritize tasks that enhance productivity and efficiency for billable employees.
• Maintain the engineering licensing database in Microsoft Teams and coordinate with Summit's corporate team for updates.
• Manage and maintain accurate project records in Monday.com, Oracle, and Salesforce systems, ensuring data integrity across platforms.
• Take ownership of assigned responsibilities, ensuring timely and complete execution.
• Serve as a knowledgeable resource for the team by resolving issues using available tools and information before escalating.
• Assist with obtaining and distributing Certificates of Insurance (COIs) and W-9s for clients.

QUALIFICATIONS

The qualifications listed below are representative of the elements required to perform the job successfully, however in some cases, an equivalent combination of Education, Training, Certifications and Experience may meet the job qualifications.

Education, Training, Certifications:

• High School diploma/ GED or Accounting certificate strongly preferred.

Experience, Knowledge, Skill Requirements:

• Proven experience in an administrative support role, ideally in a remote environment.
• Experience administering or supporting Salesforce CRM, Monday.com, and Oracle ERP/project management systems strongly preferred.
• Previous office background strongly preferred.
• Experience in supporting engineering, construction, or technical teams preferred.
• Experience coordinating travel or planning corporate events preferred.
• Commitment to ongoing learning and professional development preferred.

Communication Skills:

• Must be able to effectively read, write, and communicate in English; strong interpersonal, written, and verbal communication skills required.

Systems and Software Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to operate a computer effectively, preferred.
• Familiarity with collaborative platforms such as Monday.com, Egnyte, or similar tools.
• Familiarity with CRM and project management tools such as Salesforce and Oracle preferred. Demonstrated experience using Salesforce and Oracle is required; ability to train others and serve as a super-user is preferred.
• Comfortable using technology to manage workflows, with an ability to learn and adapt to new software systems quickly.

Other Qualifications:

• Valid driver's license with an acceptable driving record required.
• Must be able to comply with Summit's Drug and Alcohol policy and Background screening requirements, which may also include customer specific requirements based on contractual agreement.