Receptionist/Office Assistant

Capitol Engineering Co.•Phoenix, AZ

4d•Onsite

About The Position

Capitol Engineering Co. is seeking a part-time Receptionist/Office Assistant to provide general office support and perform administrative tasks that help keep the office running smoothly. The position has a flexible schedule, with hours arranged Monday through Friday between 7:30 a.m. and 3:30 p.m. It may lead to a full-time opportunity in the future. The role supports Accounting, HR, and other departments; manages conference room calendars and meeting setups; coordinates events and office moves; maintains common areas and supply inventory; and serves as the main contact for routine office service vendors. The Receptionist/Office Assistant also greets visitors, answers and routes calls, maintains organized filing systems, and handles confidential company and employee information with discretion. The position is primarily in an indoor office next to an active metal fabrication shop. Periodic exposure to shop and yard conditions may occur when escorting visitors, delivering items, or coordinating vendors. Required PPE must be worn in designated shop or yard areas.

Requirements

High school diploma or GED.
At least 1–2 years of experience in an administrative assistant, receptionist, front desk, or office support role.
Professional, friendly phone and in-person communication skills and comfort operating a multi-line phone system.
Working knowledge of Microsoft Office, including Outlook, Word, and Excel; email and calendar tools; and standard office equipment such as copiers, printers, and scanners.
Strong organization and follow-through, with the ability to track multiple open items such as orders, service tickets, and invoices.
Good judgment about when to resolve an issue directly and when to escalate it.
Basic math and record-keeping skills for inventory tracking and invoice review.
Ability to handle confidential information with discretion.
Dependable attendance and punctuality to ensure the front desk and main phone line are covered during business hours.
Ability to learn and follow site safety rules and communicate them clearly to visitors.

Nice To Haves

Bilingual in English and Spanish.
Associate degree or coursework in business or office administration.
Experience in a manufacturing, fabrication, construction, or other industrial office environment.
Experience coordinating vendors, ordering supplies, or supporting office moves.

Responsibilities

Schedule and maintain conference room calendars and set up rooms for meetings, interviews, training, and visitors, including refreshments when requested.
Provide clerical support to Accounting, HR, and other departments, including copying, scanning, filing, data entry, preparing new-hire packets, and distributing notices and postings.
Help coordinate company events, lunches, and recognition activities as requested.
Keep office filing systems organized and handle confidential company and employee information with discretion.
Order, receive, stock, and organize office, kitchen, and other supplies as requested.
Maintain break rooms, the kitchen, conference rooms, and other common areas so they are clean, organized, and supplied.
Coordinate office moves when necessary.
Act as the main contact for office service vendors, including janitorial, printer/copier leasing, alarm security and monitoring, water and coffee services, shredding, and pest control.
Greet and assist visitors, including customers, vendors, delivery drivers, contractors, and job candidates, professionally and courteously.
Answer and route calls on the main multi-line phone system promptly and professionally.
Follow company safety rules and procedures, including wearing required PPE when entering shop or yard areas.
Perform other duties as assigned.