Office Administrator at USA Rare Earth, LLC

Wheat Ridge, Colorado, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Apr, 26

Salary

83400.0

Posted On

09 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Time Management, Interpersonal Skills, Communication Skills, Problem-Solving Skills, Attention to Detail, Flexibility, Office Software Proficiency, Generalist Skills, Facilities Management, Operational Coordination, Executive Assistance, HR Support, Record Keeping, Safety Coordination, Vendor Coordination

Industry

mining

Description

Position Overview: The Office Administrator plays a critical role in ensuring the smooth, efficient, and well-coordinated operation of USA Rare Earth’s Engineering and Processing site in Wheat Ridge, Colorado. This role functions as a site-wide administrative and operational generalist, supporting multiple department heads and serving as a central point of coordination across the site. In addition to traditional office administration, this role supports facilities operations, purchasing and vendor coordination, operational follow-through, and light executive assistance, particularly for site leadership. The ideal candidate is highly organized, adaptable, and comfortable working in a fast-paced, evolving environment where priorities may shift and no two days look the same. Key Responsibilities: Manage day-to-day office and facilities operations, including supplies, inventory, stocking supplies, site needs, and general workplace organization Serve as the primary point of contact for external vendors, contractors, and service providers; coordinate maintenance, repairs, and service requests Coordinate purchasing and operational processes, including purchase orders (POs), invoices, NDAs, vendor follow-ups, and tracking open action items Act as a central coordination hub to support follow-through across multiple departments (Engineering, Process, Data/Analytics, and site leadership) Provide light executive assistant support for site leadership, including calendar management, scheduling, and limited travel coordination Support HR-related activities such as onboarding coordination, interview scheduling, and training logistics Maintain accurate records, files, databases, and documentation related to site operations Prepare and distribute reports, communications, and operational updates as needed Assist with expense reporting, reimbursements, and routine administrative processes Support site safety culture by coordinating site-specific environmental, health, and safety initiatives Proactively identify and resolve day-to-day issues, escalating as appropriate and partnering with stakeholders to drive solutions Contribute to a collaborative, flexible, and positive work environment while supporting site growth and evolving operational needs Knowledge, Skills, and Abilities: Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously High degree of flexibility and comfort operating in ambiguous, fast-moving environments Excellent interpersonal and communication skills; able to work effectively with employees at all levels of the organization Demonstrated ability to act as a generalist and “wear multiple hats” as business needs evolve Proficiency with standard office software and systems (e.g., word processing, spreadsheets, calendars, databases) Ability to handle sensitive and confidential information with discretion and professionalism Strong problem-solving skills and sound judgment Attention to detail and commitment to quality, accuracy, and follow-through Minimum Requirements: Bachelor’s degree in business administration, facilities management, or a related field, or equivalent practical experience Approximately 2–5 years of experience in office administration, operations coordination, facilities support, or a similar generalist role Experience in industrial, engineering, construction, laboratory, or manufacturing environments is a plus, but not required Proven experience in site administration, facilities management, or similar operational support role. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job, the team member is regularly required to walk, stand, move, sit, carry, bend, kneel, reach, push, pull, lift, use hands and fingers, handle, or feel and talk and hear. May be required to lift and move boxes or packages not exceeding 20 pounds in weight. Some work stress inherent to the position and extended work hours may be required, examples include new processes and emergent site needs. Work Environment: Highlighted This role operates in an office and laboratory environment. Noise levels are consistent with normal office and lab operations. This position is fully onsite in Wheat Ridge, CO. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure. Colorado Employment Disclosure Compensation: This position has a base salary range of $73,000 – $83,400, depending on experience and qualifications Variable Compensation: This role is eligible for a performance-based bonus program (target approximately 10%), tied to clearly defined goals and outcomes Benefits: USA Rare Earth offers a comprehensive benefits package including medical, dental, and vision insurance; retirement benefits; paid time off; and paid holidays Application Deadline: Applications will be accepted on a rolling basis until the position is filled How to Apply: Interested candidates should apply through the company’s official job USA Rare Earth complies with all applicable Colorado employment and pay transparency law USA Rare Earth complies with all applicable Colorado employment and pay transparency laws. The company does not request salary history, age-related information, graduation dates, or personal social media access during the hiring process.

Responsibilities

The Office Administrator manages day-to-day office and facilities operations, serving as a primary point of contact for external vendors and coordinating purchasing processes. They also provide executive assistance to site leadership and support HR-related activities.