Office Administrator

American Rheinmetall Next-generation solutions for the U.S. Armed Forces Job Summary: The Office Administrator serves as the first point of contact for employees, visitors, and callers, providing a welcoming and professional front desk experience. This role is responsible for managing incoming calls, greeting and checking in visitors, and maintaining an organized and efficient reception area. The Office Administrator also supports daily office operations by completing a variety of administrative tasks as needed, ensuring smooth workflow and contributing to a positive workplace environment.

Essential Functions:

• Assists and supports the recruitment process by completing administrative tasks, communicating with candidates, and scheduling interviews
• Answer and direct phone calls and voicemails to appropriate individuals, responding to voicemails via necessary callbacks, as applicable
• Acts as first point of contact for visitors and phone calls answering questions about the company and directing visitors as needed
• Schedules visitors and monitors access to the visitor system as needed
• Receives, sorts, and routes mail and packages as needed
• Performs administrative tasks, such as filing, data entry, scanning, stocking, and maintaining employee records
• Oversee the inventory and ordering including office supplies, coffee supplies, meals for meetings, employee acknowledgment items, and tracking costs
• Oversee the conference rooms making sure they are stocked and ready for meetings
• Assist with the scheduling of required training meetings and travel
• Assists with the administration of the companies safety and compliance policy including helping with audits, conducting meetings, and completing administrative duties as assigned
• Assist with time and attendance recordkeeping and report creation
• Oversees the set-up and facilitation of new hire orientation from first day to benefit enrollments
• Supports the ordering of shop supplies as needed
• Supports event planning and execution
• Oversees the cleanliness of the front desk and lobby areas
• All additional tasks as assigned

Minimum Qualifications:

• High school diploma or equivalent
• Basic computer literacy, including ability to use email, word processing, and simple data entry
• Professional verbal and written communication skills
• Ability to greet and assist visitors in a courteous and professional manner
• Ability to manage and prioritize multiple tasks with supervision
• Comfortable operating standard office equipment (phone, printer, copier)
• Ability to maintain confidentiality with sensitive information
• Reliable attendance and punctuality

Education & Experience High school diploma or general education degree (GED) and 3+ years related experience and/or training; or equivalent combination of education and experience.

Background Prerequisites: Must undergo and meet company standards for background check, employment verification, reference checks, physical, and controlled substance testing. Candidate must be able to obtain and maintain suitability requirements for access to classified information.

Preferred Qualifications:

• Experience coordinating meetings, scheduling conference rooms, or supporting event logistics
• Familiarity with basic HR or onboarding processes (e.g., greeting candidates, assisting new hire paperwork)
• Experience managing office supplies or vendor relationships
• Basic understanding of office budgeting or invoice processing
• Strong problem solving capabilities and ability to anticipate office needs
• Experience supporting multiple leaders or teams simultaneously
• 1-3 years of customer service experience

Working Conditions and Physical Demands With or without reasonable accommodation requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Ability to sit at and staff the front desk for extended periods
• Ability to maintain a professional appearance and represent the organization positively
• Ability to lift or move small office items (e.g., boxes of paper up to 20 lbs) if applicable

Equal Employment Opportunity Statement: American Rheinmetall provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sex (including pregnancy), gender identity, national origin, age, disability, or marital status, in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.