Administrative Assistant​/Receptionist

Administrative Assistant / Receptionist

The Administrative Assistant / Receptionist provides front-desk support and coordinates key administrative functions in a quiet, office-based environment. This role manages product shipment documentation, handles data entry in Deltek/Costpoint, supports purchasing and office supply tracking, and serves as a primary point of contact for inbound calls and customer follow-ups. The position is ideal for a detail-oriented professional who thrives in a small, close-knit team and takes initiative in a fast-paced engineering, manufacturing, and fabrication setting.

• Manage and participate in product shipments, including preparing certificates of conformance, packing slips, and other required documentation.
• Schedule outbound shipments with carriers and track both outbound and inbound shipments to ensure timely and accurate delivery.
• Perform data entry for purchase orders using the Deltek/Costpoint platform, maintaining accurate and up-to-date records.
• Scan and organize received product documentation, including shippers, invoices, certificates of conformance (CoC), and other applicable documents.
• Receive inbound calls at the front desk, forward calls to appropriate team members, and accurately collect and relay relevant information.
• Conduct follow-up with customers for performance reviews and other post-service communications as needed.
• Assist with the preparation and processing of expense reports, ensuring completeness and accuracy.
• Provide general office support, including tracking inventory and purchasing both office and shop supplies.
• Maintain organized filing systems and clerical records to support administrative and operational needs.
• Use Microsoft Office and Outlook to prepare correspondence, maintain calendars, and support daily administrative tasks.
• Demonstrate strong customer service by greeting visitors, responding to inquiries, and representing the organization professionally at the front desk.
• Protect confidential information by following ethical practices and maintaining a high level of discretion.
• Multitask effectively in a fast-paced environment while maintaining attention to detail and accuracy.
• Take initiative to identify additional tasks, ask for more work when current tasks are completed, and respond with a sense of urgency to emerging needs.

• Minimum of 2 years of experience in an administrative role within an engineering, manufacturing, or fabrication environment.
• Proficiency with computers and the Microsoft Office suite of applications, including Word, Excel, and Outlook.
• Experience with administration and clerical tasks, including filing, front desk operations, and general administrative support.
• Strong verbal and written communication skills, with the ability to communicate clearly and professionally.
• Strong interpersonal skills, with the ability to build positive working relationships across the organization.
• Effective speaking and listening skills to handle phone calls and in-person interactions at the front desk.
• Ability to multitask and prioritize work in a fast-paced environment while maintaining accuracy.
• Strong customer service skills, with a focus on responsiveness and professionalism.
• Demonstrated ethical conduct and a high regard for handling confidential information appropriately.
• Organizational skills with strong attention to detail in documentation, data entry, and recordkeeping.
• Ability to work onsite in Oxnard, CA as part of an in-office team.

• Any combination of education and experience that provides the required skills and knowledge for successful job performance will be considered.
• Familiarity with Deltek/Costpoint for purchase order data entry is highly beneficial.
• Experience handling certificates of conformance, packing slips, and shipment-related documentation.
• Background in office supply tracking and purchasing for both office and shop environments.
• Comfort working in a small company environment with a close, family-like team culture.
• Demonstrated initiative, including asking for additional tasks when current work is completed and responding with a strong sense of urgency.
• Ability to remain engaged and productive in a quiet office setting that may be slow or repetitive at times.

This is an in-office role based in Oxnard, CA, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is located at the front desk in a visible area, where the Administrative Assistant / Receptionist…