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 high-energy laser (HEL) system program.

Position Overview

We are seeking a versatile and detail-oriented Office Manager & Manufacturing Support Specialist to serve as the utility person for our Huntsville site. This multi-faceted role combines office management, procurement planning, quality control, and administrative coordination to ensure smooth daily operations across our facility. The ideal candidate will be a proactive problem-solver who can effectively manage multiple responsibilities while supporting both administrative and manufacturing functions.

Key Responsibilities

• Office Management

• Oversee day-to-day facility operations and resolve miscellaneous facility issues
• Maintain office systems, supplies, and equipment
• Coordinate facility maintenance and vendor relationships
• Ensure workplace safety and compliance standards are met
• Manage office communications and correspondence

• Procurement & Inventory Management

• Conduct regular reviews of inventory levels and maintain optimal stock levels
• Generate and process purchase orders and purchase requisitions
• Monitor supplier performance and delivery schedules
• Coordinate with vendors and suppliers for procurement activities
• Maintain accurate inventory records in ERP/MRP systems
• Analyze purchasing trends and recommend cost-saving opportunities

• Quality Control

• Perform incoming inspection of materials and components
• Document inspection results and maintain quality records
• Coordinate with suppliers on quality issues and corrective actions
• Ensure all incoming materials meet specifications and standards

• Administrative Coordination

• Schedule and coordinate meetings for various departments
• Prepare meeting materials and maintain meeting minutes
• Coordinate cross-functional activities between departments
• Support special projects and initiatives as needed

• High school diploma or equivalent; associate degree preferred
• 3+ years of experience in office management, procurement, or manufacturing support
• Proven experience working with ERP and MRP systems
• Proficiency in Microsoft Suite of Products (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Detail-oriented with strong problem-solving capabilities
• Ability to work independently and manage multiple priorities
• Experience with purchasing processes and vendor management
• Knowledge of quality control procedures and documentation

Preferred Qualifications

• Experience in manufacturing or warehouse environments
• Familiarity with government contracting or defense industry
• Knowledge of inventory management best practices
• Experience with meeting coordination and project support

Physical Requirements

• Ability to move throughout a 13,000 sq ft facility
• Occasional lifting of materials up to 25 pounds
• Extended periods of computer work and data entry
• Ability to perform visual inspections of incoming materials

This position offers the opportunity to make a significant impact on our operations while developing skills across multiple functional areas. The successful candidate will be a key contributor to the efficiency and success of our Huntsville facility.