Operations Support

Capstone Mechanical -
Waco, TX

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Job Details

Part-time
21 hours ago

Qualifications

Customer communication
Confidential information handling
Microsoft Excel
Microsoft Outlook
High school diploma or GED

Full Job Description

JOB SUMMARY:

Capstone Mechanical is seeking detail-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, demonstrates a 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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

WORK ENVIRONMENT:

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMODATION:

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.

Applicants must be currently authorized to work in the United States on a full-time basis. This position is not eligible for employer visa sponsorship

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

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