Office Administrator - Huntsville, AL

IPG Photonics is the world's leading developer and manufacturer of high-performance fiber lasers and amplifiers for diverse applications in numerous markets. IPG's diverse lines of low, medium and high-power lasers and amplifiers are used in materials processing, defense, medical, biotechnology, scientific and advanced applications. Founded in 1990, IPG pioneered the development and commercialization of optical fiber-based lasers, a critical technology in the CROSSBOW high-energy laser system program.

Position Overview

The Office Administrator is responsible for ensuring the smooth and efficient operation of daily office activities. This role supports company operations by maintaining office systems, coordinating administrative processes, and providing support to employees and leadership. The ideal candidate is organized, proactive, and skilled in managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage day-to-day office operations, including supplies, mail, scheduling, and facility needs.
• Serve as the primary point of contact for internal and external administrative inquiries.
• Maintain accurate records, databases, and filing systems (both digital and physical).
• Assist with onboarding of new employees, including workspace setup and access coordination.
• Coordinate meetings, travel arrangements, and company events.
• Liaise with building management, vendors, and service providers to ensure smooth operations.
• Maintain compliance with office health and safety standards.
• Contribute to process improvement initiatives and help implement office policies.
• Provide general administrative support to senior leaders and project teams.

• Associate's or Bachelor's degree preferred; relevant administrative experience accepted in lieu of degree.
• 3+ years of experience in office administration or administrative support.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace.
• Strong organizational, time management, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Flexible and adaptable to changing business priorities.

Key Competencies

• Attention to detail and accuracy
• Customer service orientation
• Initiative and accountability
• Collaboration and teamwork
• Professionalism and reliability

Work Environment

• May involve occasional lifting (up to 25 lbs.) or event setup.