Office Administrator / Receptionist

POSITION SUMMARY

The Office Administrator / Receptionist serves as the first point of contact for customers, vendors, and visitors at our machine shop. This role is responsible for managing front-desk operations, supporting shop administration, and ensuring smooth day-to-day office functions. The ideal candidate is organized, dependable, and comfortable working in a manufacturing environment.

KEY RESPONSIBILITIES

Front Desk & Customer Service

• Greet and professionally assist all visitors, customers, and vendors upon arrival
• Answer and route incoming phone calls; take accurate messages and follow up as needed
• Respond to general email inquiries and direct technical questions to the appropriate staff
• Maintain a clean, organized, and welcoming reception area

Administrative Support

• Manage incoming and outgoing mail, packages, and deliveries
• Prepare, file, and maintain shop documents including work orders, purchase orders, and invoices
• Data entry and record keeping
• Assist with scheduling appointments, and meetings
• Order and track office and breakroom supplies
• Support accounts payable/receivable functions as directed

Shop Coordination

• Coordinate with machinists and shop leads to relay customer updates and job status
• Assist in tracking job progress and communicating estimated completion dates to customers
• Maintain employee sign-in logs, timesheets, and related HR documentation
• Support safety compliance

General Office Operations

• Operate standard office equipment including copier, scanner, etc.
• Maintain filing systems (physical and digital) for easy document retrieval
• Assist management with special projects and reporting as needed

QUALIFICATIONS

Required

• High school diploma or GED; associate’s degree or relevant coursework preferred
• Minimum 1–2 years of administrative, receptionist, or office support experience
• Experience with accounts payable/receivable or basic bookkeeping
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong verbal and written communication skills
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and customer-service mindset
• Reliable transportation and consistent attendance

Preferred

• Experience working in a manufacturing, machine shop, or industrial environment
• Familiarity with job shop
• Basic understanding of machining terminology and processes

WORK ENVIRONMENT

This position is based at our machine shop facility. The office area is separate from the production floor; however, the employee may occasionally be exposed to moderate noise levels, machine oil, and metal dust when accessing shop areas. Appropriate PPE will be provided when required.

Pay: $10.00 - $14.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person