Administrative Assistant

Quail Construction; Phoenix (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Quail Construction, part of the Helix Traffic Solutions network, is seeking an Administrative Assistant to support our leadership team in a fast-paced environment. You will manage calendars, coordinate travel, and handle a variety of administrative tasks with discretion.

The role emphasizes proactive communication, organization, and the ability to juggle multiple priorities while providing excellent internal and external service.

Qualifications

• The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism.
• You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership.

Responsibilities

• Answer and direct phone calls, emails, and general inquiries
• Greet visitors and maintain a professional front office environment
• Manage Executive calendars, schedule meetings, and coordinate appointments
• Assist with meeting setup (agendas, materials, notes, follow-ups)
• Prepare and distribute correspondence, memos, and reports
• Maintain organized filing systems (electronic and physical)
• Support data entry, reporting, and document control
• Maintain confidentiality of sensitive information

Skills

Administrative support

Calendar management

Executive assistance

Communication

Job description

Join Helix Traffic Solutions – Traffic Control for a Safer Tomorrow

About Helix Traffic Solutions

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 construction projects, and keep communities moving safely.

About Quail Construction

Quail Construction is a proud member of the Helix Traffic Solutions network, serving roadways across Arizona and Nevada with professional traffic control, construction, and traffic management support services.

Quail Construction delivers high-quality, safety-driven solutions for roadway projects, infrastructure work, and special events. With a strong focus on compliance, efficiency, and end-to-end execution, our experienced team is equipped to manage every aspect of traffic control and construction support—making Quail a trusted partner across the Southwest.

Our services and capabilities include:

• Traffic control and traffic management services for work zones and special events
• Sales and rental of traffic control equipment to support safe, organized job sites
• A fleet of truck-mounted attenuator (TMA) trucks to protect crews in high-traffic environments
• Durable barricades for pedestrian and vehicle traffic control
• Specialized aviation solutions, including airport barricades and lighted X’s
• Message boards, temporary traffic signals, and concrete barrier walls

As a true one-stop solution, Quail Construction provides the equipment, expertise, and manpower needed to keep traffic flowing safely while minimizing disruption and maximizing operational efficiency.

Why Work with Helix & Quail Construction?

We’re a people-first organization with a mission centered on public safety and service. When you join Quail Construction, you become part of a skilled regional team backed by the strength, stability, and growth opportunities of the Helix Traffic Solutions national network. You’ll find:

• A strong culture of safety, accountability, and teamwork
• Hands-on work that directly improves roadway and work zone safety
• Opportunities for training, advancement, and internal mobility
• The support of a national organization with strong regional expertise

What to Expect

Our work is fast-paced, hands-on, and essential. Every role at Quail Construction plays a vital part in keeping roadways and event sites across Arizona and Nevada safe, compliant, and efficiently managed. 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

We are seeking a highly skilled and experienced Administrative Assistant to support our leadership team in a fast-paced, dynamic environment. This role requires a polished professional who thrives under pressure, can seamlessly shift priorities, and anticipates needs before they arise.

The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism. You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership. If you are someone who takes initiative, communicates effectively, and brings structure and efficiency to complex environments, we want to hear from you.

Executive Support and Core Administrative Responsibilities

• Answer and direct phone calls, emails, and general inquiries
• Greet visitors and maintain a professional front office environment
• Manage Executive calendars, schedule meetings, and coordinate appointments
• Assist with meeting setup (agendas, materials, notes, follow-ups)
• Prepare and distribute correspondence, memos, and reports
• Maintain organized filing systems (electronic and physical)

Strategic Operations & Coordination

• Order and manage office supplies and inventory
• Coordinate office maintenance, vendors, and service requests
• Support company events, training, and team activities
• Coordinate detailed travel arrangements
• Track key projects, deadlines, and deliverables to ensure execution
• Assist Executives by gathering data, conducting research, and summarizing findings

Data Entry & Reporting

• Assist with certified payroll reporting and compliance tracking
• Review fuel reports and notate any discrepancies
• Track and compile reports (KPIs, project tracking, or metrics)
• Assist with document control and record retention
• Update databases, spreadsheets, and company logs

HR & Compliance Support

• Assist with tracking the recruiting system
• Assist with onboarding (new hire paperwork, orientation scheduling)
• Assist with Annual employee file audits and archives

Project & Department Support

• Prepare documentation for licensing and application processes
• COI – Insurance processing
• Tracking & maintain business licensing renewals
• Assist with project documentation and contract tracking
• Maintain confidentiality of sensitive information
• Demonstrate strong organizational and time-management skills
• Handle multiple priorities in a fast-paced environment
• Provide excellent customer service internally and externally