Operations Support

Capstone Mechanical; Waco (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Capstone Mechanical is hiring an Operations Support professional to manage payroll, HR administration, and front-office duties in a fast-paced environment. You will process payroll, maintain confidential records, and ensure accurate documentation while delivering a welcoming experience for employees and visitors.

The role combines payroll responsibilities with administrative tasks, requiring discretion, organization, and strong communication.

Qualifications

• High school degree or GED required.
• 2+ years payroll, administrative, or HR support experience preferred.
• Detail-oriented with strong organizational and confidentiality practices.

Responsibilities

• Serve as first point of contact for visitors and callers with a professional, welcoming demeanor.
• Process weekly and semi-monthly payroll accurately and on time.
• Maintain employee payroll records and deductions in HR/payroll systems.
• Input and reconcile benefit deductions and payroll reimbursements.
• Handle PTO/CTO requests and maintain confidential files.
• Support events, communications, and front-office tasks as needed.
• Assist with audits, VOEs, and third-party requests.
• Ensure compliance with company policies and regulatory requirements.

Skills

Attention to detail

Organizational skills

Time management

Discretion with confidential info

Communication skills

Customer service

Multitasking

Education

High School Degree or GED

Tools

Microsoft Office (Outlook, Excel, Word)

HRIS

Payroll systems

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

Capstone Mechanical strives to uphold high standards of fairness, business ethics, and responsible behavior. We also seek to provide outstanding career opportunities for all our employees and to providing employees with a work environment free of discrimination and harassment. Therefore, all employment decisions are based on business needs, job requirements and individual qualifications without regard to anyone’s race, color, religion, gender, national origin, age, physical or mental disability, U.S. military veteran status, marital status, pregnancy, or any other consideration made unlawful by federal, state or local laws. To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, Capstone Mechanical will make reasonable accommodations for the known physical and mental limitations of an otherwise qualified individual with a disability who as an employee, if such accommodation will enable the person to perform the essential functions of the job held, unless undue hardship for the company would result or the person poses a direct threat to themselves or others. Any employee who requires an accommodation to perform the essential functions of the job should contact the HR Manager and request such an accommodation(s). The employee should specify what accommodation they believe is needed to perform their job. The HR department will conduct an investigation to identify the barriers that interfere with the equal opportunity of the employee to perform their job. We will identify possible accommodations, if any, that will help eliminate the limitation. If the accommodation is reasonable and will not impose undue hardship, we will make the accommodation. Recruiting, hiring, training, compensation, overtime, job classifications, assignments, working conditions, promotions, demotions, transfers, layoffs, terminations, employee benefits, social and recreational programs and all other terms, conditions and privileges of employment will be administered without regard to race, color, religion, gender, national origin, age, physical or mental disability or U.S. military veteran status, or any other consideration made unlawful by federal, state or local laws. As an equal opportunity employer, we hire without consideration to race, religion, color, national origin, age, gender, marital status, pregnancy, veteran status or disability. We invite you to complete the optional self-identification fields below used for compliance with government regulations and record-keeping guidelines.