Administrative Assistant/Receptionist

Job Description

Job Description

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.

• 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 serves as the first point of contact for visitors and callers. The environment is generally quiet and can feel somewhat repetitive, making it important for the individual to stay proactive and seek additional tasks when available. The team is small, offering a close-knit, family-style atmosphere and a long-term contract-to-hire opportunity with a growing group. Work is performed using standard office equipment and software, including Microsoft Office and Outlook, with a focus on maintaining professionalism at the front desk. Personal phone use is not permitted during working hours to ensure full attention to responsibilities and customer interactions.

This is a Contract to Hire position based out of Oxnard, CA.

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Oxnard,CA.

This position is anticipated to close on Oct 12, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.