Office Administrator / Receptionist

IPG Defense; Huntsville (AL); Hybrid; USD 21,000 - 34,000; Full time

Benefits offered by this job

Paid vacation time

Paid holidays

Health insurance

Job summary

IPG Defense, a stand-alone unit of IPG Photonics, is seeking an Office Administrator for its Huntsville, AL office. You will manage the front desk, support the VP and leadership team, liaise with HR, and keep daily operations running smoothly.

The role requires strong organization, discretion, and the ability to handle multiple priorities. This is a full-time, hourly position with standard benefits and a focus on security-conscious operations in a defense environment.

Qualifications

• Associate or Bachelors degree preferred; relevant administrative experience accepted in lieu.
• 3+ years in office administration or executive support.
• Proficiency with Microsoft Office Suite or Google Workspace.
• Strong organizational, communication, and discretion.
• Confidentiality and adaptability to changing priorities.

Responsibilities

• Greet visitors and manage front desk operations.
• Provide calendar and travel support to VP and leadership.
• Coordinate HR onboarding and site compliance.
• Oversee office operations, supplies, and vendor relations.
• Support company events and all-hands meetings.

Skills

MS Office Suite

Education

Associate degree preferred

Bachelors degree preferred

Job description

POSITION INFORMATION

Department / Function Engineering – IPG Defense

Reports To Vice President, IPG Defense

Work Location Huntsville, AL

Employment Type Full-time (Hourly)

Travel None expected.

Security / Clearance None required.

ABOUT IPG DEFENSE

IPG Defense, a stand-alone business of IPG Photonics, was incorporated in 2026 to provide direct support for defense products. Headquartered in Huntsville, AL, IPG Defense is bringing commercial scale to laser defense systems, leveraging IPG Photonics’ 36 years of experience in fiber laser technology. Our mission: develop and deliver the most advanced, next-generation laser defense solutions for military and civilian use — systems that accurately and reliably detect, track, target, and neutralize threats.

IPG Photonics is the world’s leading developer and manufacturer of high-performance fiber lasers and amplifiers for diverse applications in numerous markets. Founded in 1990, IPG pioneered the development and commercialization of optical fiber-based lasers — a critical technology in our high-energy laser (HEL) systems, including the CROSSBOW program.

Your skills and experience will play a key role in shaping our growing organization, building our capabilities, and delivering on our mission. Join us and build a career that will shape the future of laser defense.

POSITION SUMMARY

The Office Administrator is the welcoming face of IPG Defense and the operational hub of the Huntsville office. This role manages the front desk and visitor experience, provides executive administrative support to the VP and leadership team, serves as the site’s interface with corporate HR, and keeps daily office operations running smoothly. The ideal candidate is organized, proactive, and skilled at managing multiple priorities with professionalism and discretion.

KEY RESPONSIBILITIES

Front Desk & Visitor Management

• Greet and manage visitors, including check-in, badging, visitor logs, and escort coordination in accordance with facility security procedures.
• Serve as the primary point of contact for incoming calls, deliveries, and internal and external administrative inquiries.

Executive Administrative Support

• Provide administrative support to the Vice President and senior leaders, including calendar management, meeting coordination, travel arrangements, and expense reports.
• Prepare correspondence, presentations, and meeting materials; coordinate company events and all-hands meetings.

HR Interface

• Serve as the site liaison to corporate HR for onboarding, benefits questions, and policy communications.
• Coordinate new-employee onboarding, including workspace setup, access coordination, and first-day logistics.
• Maintain accurate site personnel-related records and filing systems (digital and physical) with confidentiality.

Office Operations

• Manage day-to-day office operations, including supplies, mail, scheduling, and facility needs.
• Liaise with building management, vendors, and service providers; maintain compliance with office health and safety standards.
• Contribute to process-improvement initiatives and help implement office policies.

MINIMUM QUALIFICATIONS

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

PREFERRED QUALIFICATIONS

• Experience supporting executives in a technical, engineering, or defense-industry environment.
• Experience with visitor control or facility-access processes in a secure facility.
• Experience coordinating with HR on onboarding or employee-lifecycle processes.

KEY COMPETENCIES

• Attention to detail and accuracy.
• Initiative and accountability.
• Collaboration and teamwork.
• Professionalism and reliability.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Professional office environment; may involve occasional lifting (up to 25 lbs) or event setup.

WHY JOIN IPG DEFENSE

• Work at the forefront of directed-energy and photonics innovation on systems that matter to national security.
• Vertically integrated technology: we design and build our own lasers, giving engineers end-to-end ownership from component to fielded system.
• Small, expert, fast-moving team in Huntsville, AL — one of the nation’s fastest-growing aerospace and defense hubs.
• Career growth through hands-on work across the full product lifecycle: concept, prototype, integration, field test, and production.
• Competitive salary and a comprehensive benefits package — see Compensation & Benefits below.

COMPENSATION & BENEFITS

Benefits Provided:

All Regular US employees receive:

• Paid vacation time accrued based on years of service
• Paid sick time
• 12 (twelve) Paid Holidays Each Calendar Year

Additional Benefits Offered:

IPG also offers access to:

• Medical, dental, and vision insurance plans with options for HSA/FSA
• Dependent Care FSA
• Paid Basic Life and AD&D Insurance
• Short-term and Long-term Disability insurance
• 401(k) plan with Company matching
• Employee Stock Purchase Plan (ESPP)
• Tuition Reimbursement Program
• Employee Assistance Program (EAP)
• Adoption Assistance
• Pet Insurance
• Parental Bonding Leave
• Bright Horizons Backup Care
• Bright Horizons College Coach

EQUAL EMPLOYMENT OPPORTUNITY

IPG Defense is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.