Capstone Mechanical is seekingdetail-oriented, proactive, and highly organized Operations Support to support our Payroll, HR, and front-office operations. This role is critical to ensure accurate payroll processing, maintaining confidential employee records, and providing a welcoming, professional first impression for employees, customers, and visitors.

The ideal candidate thrives in a fast-paced environment, demonstratesa high level of integrity and discretion, and enjoys balancing payroll responsibilities with administrative and receptionist duties. This position offers a strong opportunity to grow payroll and HR knowledge, contribute to operational excellence, and be part of a people-first culture.

RESPONSIBILITIES:
Reception & Administrative Support

• Serve as the first point of contact for visitors and callers, providing professional, friendly, and welcoming experience.

• Operate and assist with programming a multi-line telephone system, route calls accurately and efficiently.

• Provide general company information, including addresses, directions, fax numbers, and website details.

• Receive, sort, and distribute incoming mail and deliveries; coordinate outgoing mail and maintain postage machines

• Help maintain a clean, organized, and professional front lobby and communal areas, including light daily breakroom upkeep and plant care.

• Order, organize, and maintain office supplies.

• Support clerical needs for staff, including scanning, copying, collating, and mailings as needed.

• Assist with company-wide mailings, events, and internal communications.

• Help plan and coordinate company events and activities.

• Update the Capstone communication board monthly with creativity and professionalism.

Payroll & HR Administration

• Process weekly and semi-monthly payroll accurately and on time.

• Manage payroll workflows to ensure compliance, efficiency, and accuracy.

• Process Paid Time Off (PTO) and Unpaid Time Off (UTO) requests.

• Maintain and update employee payroll records and deductions.

• Set up and maintain employee records in Payroll and HR systems.

• Input and reconcile benefit deductions within HR and payroll databases.

• Process and track payroll reimbursements (tools, apparel, etc.).

• Manage child support orders, wage garnishments, and other state-mandated deductions in compliance with regulations.

• Verify certified payroll and prevailing wage classifications.

• Prepare and coordinate responses to third-party requests such as Verifications of Employment (VOEs), audits, and payroll/HR reviews.

• Maintain confidential HR and payroll files, ensuring accuracy, organization, and compliance.

• Backup to maintaining company contact database and employee information in Outlook and HR systems.

• Support payroll and HR audits as needed.

• Continuously identify opportunities to improve payroll and administrative efficiency.

MINIMUM AND/OR PREFERRED QUALIFICATIONS:

EDUCATION(examples)

• High School Degree or GED, required

EXPERIENCE

• Minimum of 2 years prior payroll, administrative, or HR support experience preferred

SKILL REQUIREMENTS

• High attention to detail with strong organizational and time-management skills

• Ability to maintain confidentiality and manage sensitive information with discretion.

• Strong communication and customer service skills

• Ability to manage multiple priorities in a fast-paced environment.

• Proficiency with payroll systems, HRIS, and Microsoft Office (Outlook, Excel, Word)

• Prior payroll, administrative, or HR support experience preferred