Office & Operations Admin, Syracuse Branch

Join Helix Traffic Solutions – Traffic Control for a Safer Tomorrow We’re not just placing cones—we’re rethinking the way traffic moves. Helix Traffic Solutions is a national leader in traffic control, work zone safety, and roadway infrastructure services. Through a network of specialized operating companies across the U.S., Helix delivers reliable, high-impact solutions that protect lives, support infrastructure projects, and keep communities moving safely. About Helix Traffic Solutions Helix Traffic Solutions is a national leader in traffic control, work zone safety, and roadway infrastructure services. Through a network of specialized operating companies across the U.S., Helix delivers reliable, high-impact solutions that protect lives, support infrastructure projects, and keep communities moving safely. About US Traffic Control US Traffic Control is a proud member of the Helix Traffic Solutions network, serving New York State with professional traffic control solutions and high-quality, compliant equipment designed to support safer, more organized roadways. Committed to reliability, compliance, and responsive service, US Traffic Control supports projects of all sizes with dependable products and expert guidance—helping keep work zones secure, efficient, and on schedule. Our Services And Capabilities Include Sales and rental of US DOT MUTCD-compliant traffic control equipment Temporary work zone signage, traffic cones, drums, and related devices Equipment solutions for short-term projects and long-term needs 24-hour emergency service—the only safety provider in Western New York offering round‑the‑clock support On‑site consultations to assess and tailor traffic control solutions Development of traffic control plans for DOT permit submissions and approvals Why Work with Helix & US Traffic Control? A strong culture of safety, quality, and accountability Hands‑on work supporting compliant, well‑organized work zones Opportunities for training, advancement, and internal mobility The support of a national organization with strong regional focus What To Expect Our work is fast‑paced, detail‑driven, and essential. Every role at US Traffic Control plays a vital part in keeping New York roadways safe and traffic flowing efficiently—especially when rapid response matters most. If you’re dependable, safety‑focused, and looking for a career with purpose, we’d be proud to have you on our team. Administrative Assistant – Branch Operations The Administrative Assistant – Branch Operations supports daily office operations in our Syracuse branch, including workforce timekeeping accuracy, onboarding processes, and fleet/safety tracking. This role works closely with leadership to ensure compliance, accurate reporting, and efficient coordination across administrative and operational functions. Key Responsibilities Timekeeping & Payroll Support Audit employee time punches daily (clock‑in, clock‑out, and meal periods) for accuracy and compliance Review and calculate employee rate cards to ensure alignment with TCR system records Investigate and resolve discrepancies in time reporting in partnership with leadership Submit finalized rate cards to designated stakeholders on a weekly basis Fuel & Fleet Management Log and reconcile fuel slips against weekly fuel reports provided by Holman Maintain and review fleet tracking lists to identify upcoming vehicle inspection needs Communicate inspection requirements and discrepancies to leadership Employee Oversight & Reporting Monitor timely completion of required employee reports Escalate late or incomplete submissions to leadership for follow‑up and documentation Assist with maintaining accurate employee files and records Onboarding Support onboarding preparation by coordinating materials with HR systems (HRIS/Onboarding platform) Assist with onboarding sessions for new hires on a scheduled weekly cadence Partner with HR and leadership to ensure a smooth and compliant onboarding experience Office Administration Order and manage office supplies to ensure consistent availability Maintain organization of administrative documentation and processes Inventory & Safety Compliance Conduct weekly inventory of safety supplies Report supply needs to leadership to ensure timely replenishment Support adherence to safety standards by maintaining adequate stock levels Documentation & Communication Distribute required documentation (e.g., packing slips) to internal stakeholders in a timely manner Ensure accurate recordkeeping and communication across departments Qualifications Strong attention to detail and accuracy in data tracking and reporting Ability to manage multiple administrative tasks and meet deadlines Effective communication and organizational skills Experience with timekeeping systems, spreadsheets, or administrative tracking tools preferred Ability to handle sensitive information with professionalism and confidentiality Work Environment Fast‑paced operations environment requiring strong coordination across teams Regular interaction with leadership, HR, and field employees Helix Traffic Solutions, LLC is an Equal OpportunityAffirmative Action Employer. #J-18808-Ljbffr