Office Administrator

American Rheinmetall is a leader in the design, development, and production of advanced tracked and wheeled vehicles, vehicle systems, and critical components that support U.S. military modernization. Our expertise spans electronic and mechanical systems, fabricated structures, armored products, rubber solutions, and track systems, delivering reliable innovation to both defense and commercial markets at the speed of need.

About the role

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 manages incoming calls, greets and checks in visitors, and maintains an organized and efficient reception area. The Office Administrator also supports daily office operations by completing a variety of administrative tasks, ensuring smooth workflow and contributing to a positive workplace environment.

Responsibilities

• Processes employment applications and assists in other employment activities.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers questions about organization and provides callers with address, directions, and other information.
• Pre-registers and welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Monitors visitor access and issues passes when required.
• Updates appointment calendars.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Orders coffee, coffee supplies, beverages, office supplies (e.g., pads of paper, pens), and food/beverages for meetings.
• Ensures the main conference room is stocked with beverages and is set up and ready for meetings.
• Ensures conference rooms are clean and orderly.
• Takes supply closet inventory and ensures it is neat and organized.
• Sets up weekly overtime for weekend work in Plex.
• Sends out reminders for monthly shred pickup.
• Updates daily attendance spreadsheet.
• Completes all additional tasks as required.

Requirements

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

Qualifications

• High school diploma or general education degree (GED) and 3+ years related experience and/or training; or equivalent combination of education and experience.
• Experience coordinating meetings, scheduling conference rooms, or supporting event logistics (preferred).
• Familiarity with basic HR or onboarding processes (e.g., greeting candidates, assisting new-hire paperwork) (preferred).
• Experience managing office supplies or vendor relationships (preferred).
• Basic understanding of office budgeting or invoice processing (preferred).
• Strong problem-solving capabilities and ability to anticipate office needs (preferred).
• Experience supporting multiple leaders or teams simultaneously (preferred).

Working Conditions and Physical Demands

• With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions.
• 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.