Administrative Assistant​/Receptionist

Job Title:

Administrative Assistant / Receptionist

Job Description

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.

Responsibilities

+ 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.

Essential Skills

+ 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.

Additional

Skills & Qualifications

+ Any combination of education and experience that provides the required skills and knowledge for successful job performance will be considered.

+ Familiarity…