Office & Operations Admin, Syracuse Branch

Helix Traffic Solutions•East Syracuse, NY

2d•Onsite

About The Position

The Administrative Assistant - Branch Operations supports daily office operations in our Syracuse branch, including but not limited to: 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.

Requirements

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
Ability to handle sensitive information with professionalism and confidentiality

Nice To Haves

Experience with timekeeping systems, spreadsheets, or administrative tracking tools preferred

Responsibilities

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
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
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
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
Order and manage office supplies to ensure consistent availability
Maintain organization of administrative documentation and processes
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
Distribute required documentation (e.g., packing slips) to internal stakeholders in a timely manner
Ensure accurate recordkeeping and communication across departments