Receptionist/Office Assistant

• →Schedule and maintain conference room calendars; set up rooms for meetings, interviews, training and visitors, including refreshments when requested.
• →Provide clerical support to Accounting, HR, and other departments, such as copying, scanning, filing, data entry, preparing new-hire packets, and distributing notices and postings as directed.
• →Help coordinate company events, lunches and recognition activities as requested.
• →Keep office filing systems organized and handle confidential company and employee information with discretion.
• →Responsible for ordering, receiving, stocking, and organizing office supplies, kitchen supplies, and other items as requested.  
• →Maintain break rooms, kitchen, conference rooms, and other common-areas. Keeping them clean, organized and supplied with the appropriate items.
• → Coordinates office moves when necessary.
• →Acts as the main contact for office service vendors such as: janitorial, printer/copier leasing, alarm security/monitoring, water/coffee services, shredding services, pest control and other routine services.
• → Greet and assist all visitors, including customers, vendors, delivery drivers, contractors, and job candidates, in a professional, courteous manner.

• →Answers and routes calls on the main multi-line phone system promptly and professionally.
• →Follow all company safety rules and procedures, including wearing required PPE when entering shop or yard areas.
• →Other duties as assigned

• Professional, friendly phone and in-person communication skills; comfortable operating a multi-line phone system.
• Working knowledge of Microsoft Office (Outlook, Word and Excel), email and calendar tools, and standard office equipment (copiers/printers, scanners).
• Strong organization and follow-through; able to track many open items (orders, service tickets, invoices) at once.
• 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.
• Able to handle confidential information with discretion.
• Dependable attendance and punctuality, since the front desk and main phone line must be covered during business hours.
• Able to learn and follow site safety rules and to communicate them clearly to visitors.
• Bilingual in English and Spanish is a plus.

The physical demands and working conditions described here are representative of those an employee must meet to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting at a desk and computer for extended periods; standing and walking regularly throughout the office and, at times, the facility.
• Regularly lifting and carrying up to 25 pounds (such as office supplies, boxes and deliveries); occasionally lifting or moving up to 50 pounds (such as cases of copy paper or boxes during office moves) with a cart, hand truck or team lift as appropriate.
• Bending, stooping, reaching and climbing a step stool to stock shelves and storage areas.
• Speaking and hearing clearly enough to communicate by phone and in person; close vision for computer work and reading documents.
• Manual dexterity to use a keyboard, phone, copier and other office equipment.

• High school diploma or GED required.
• Associate degree or coursework in business or office administration is a plus but not required.

• Minimum of 1–2 years of experience in an administrative assistant, receptionist, front desk, or office support role.
• Experience in a manufacturing, fabrication, construction, or other industrial office environment preferred.
• Experience coordinating vendors, ordering supplies, or supporting office moves preferred.

• Mostly an indoor office environment, next to an active metal fabrication shop.
• Periodic exposure to shop conditions when escorting visitors, delivering items, or coordinating vendors, including noise, airborne particles, fumes, moving equipment and vehicles, and outdoor Phoenix heat in yard and dock areas.
• Required PPE (such as safety glasses, hearing protection and appropriate closed-toe footwear) must be worn when entering designated shop or yard areas.
• Frequent interruptions and shifting priorities typical of a front desk role.

Capitol Engineering Co. is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran or military status, or any other characteristic protected by applicable federal, state or local law. Capitol Engineering Co. will provide reasonable accommodations to qualified individuals with disabilities in the application process and during employment; applicants who need an accommodation should contact Human Resources. Capitol Engineering Co. participates in E-Verify.

This job description is not intended to be an all-inclusive list of duties, responsibilities or qualifications. Capitol Engineering Co. reserves the right to change or assign duties at any time. This document does not create an employment contract; employment with Capitol Engineering Co. is at will.