Recruiting and HR Administrator

Bodwé Professional Services Group

4d•$20 - $23•Hybrid

About The Position

We are seeking a Recruiting & HR Administrator to be the operational backbone of both recruiting and human resources. You will keep hiring moving — job postings live, resumes pre-screened, interviews scheduled, candidates informed — and you will keep the HR function organized behind it: employee and candidate records, Rippling system administration, onboarding logistics, and the reports leadership relies on. You are also the first line for questions. When a hiring manager, a candidate, or an employee reaches out, you answer what you can from policy and process, and you route what you cannot to the right person with the context already gathered. Roughly 60% of this role is recruiting operations and 40% is HR administration and cross-functional support, and those proportions will shift with hiring volume — comfort with that shift is part of the job. This is a coordination-and-ownership role, not a queue-watching role. You own the process steps assigned to you end to end: if an interview panel has not confirmed, a background check has stalled, or a requisition has gone quiet, you are expected to notice it and act, not wait to be asked.

Requirements

Associate's degree in Human Resources, Business, or a related field. Equivalent recruiting or HR administrative experience demonstrating the capabilities below will be considered in lieu of a degree.
Two (2)+ years of recruiting coordination, HR administration, or comparable administrative experience in a professional environment.
Demonstrated ownership of scheduling and coordination across multiple stakeholders and calendars, with accuracy under volume.
Hands-on experience administering or working daily in an HRIS or applicant tracking system, including data entry, reporting, and record maintenance.
Strong written and verbal communication; able to write a clear, professional message to a candidate, a hiring manager, or an executive without it needing to be rewritten.
Proven discretion with confidential employee and candidate information.
Proficiency with Microsoft Office and Teams, including working comfort with Excel (filtering, sorting, basic formulas, pivot tables).
Ability to work independently in a remote or hybrid setting: set priorities, follow through, and ask when something is unclear.
Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel.
Must have or be able to obtain and maintain a valid driver's license.

Nice To Haves

Experience with Rippling as an administrator.
Recruiting coordination experience in a federal contracting environment, including clearance and background-investigation processing, and familiarity with EEO, OFCCP, VEVRAA, and Section 503 applicant recordkeeping.
Experience in architecture, engineering, or professional services hiring (licensed and technical roles).
Working knowledge of I-9, E-Verify, and personnel records retention requirements.
PHR, aPHR, or SHRM-CP certification, or progress toward one.

Responsibilities

Draft, format, and post requisitions to the applicant tracking system, the careers site, job boards, LinkedIn, ClearanceJobs, and diversity, tribal, and professional-association channels. Keep postings current, refresh aging postings, and remove filled roles promptly. Confirm every posting carries required EEO, pay-transparency, and tribal-preference language before it goes live.
Review incoming applications against the documented, job-related criteria set in the intake meeting; conduct initial phone screens on qualifications, availability, work authorization, clearance status, and compensation expectations; and pass forward a clean summary with a recommendation. Apply the same criteria to every applicant in a requisition and document the reason for each disposition.
Coordinate phone, video, and in-person interviews across hiring managers, technical panels, and candidates in multiple time zones. Send confirmations and agendas, prepare panel materials, collect interview feedback, and chase the feedback that does not come back.
Be the reliable point of contact from application through start date. Every candidate gets a response; no one goes dark. Handle travel and reimbursement logistics for on-site interviews when needed.
Prepare offer letters and new hire paperwork for review and approval, initiate and track background checks, drug screens, references, and clearance paperwork, and hand off cleanly to onboarding with nothing outstanding.
Maintain complete, accurate, real-time requisition and applicant records, including applicant flow and disposition data required of a federal contractor. Produce the weekly requisition and pipeline report without being asked.
Serve as day-to-day administrator for Rippling: user and permission setup, employee and job data entry and audits, workflow and template maintenance, requisition and offer configuration, document storage, reporting, and coordination with the vendor on issues and releases. Own data integrity — you are the reason the system can be trusted as a source of truth.
Process new hires, status and job changes, transfers, and separations in the HRIS; maintain personnel, I-9, and confidential files in compliance with retention rules and with medical and I-9 records kept separate from personnel files.
Schedule orientation, assemble new hire packets, coordinate equipment, accounts, and access requests with IT, and confirm day-one readiness for every start.
Prepare recurring and ad hoc HR and recruiting reports (headcount, turnover, open requisitions, time-to-fill, EEO and VEVRAA/Section 503 data) and pull documentation for audits, annual reviews, insurance and benefits renewals, and client or agency requests.
Maintain the written procedures, checklists, templates, and trackers the HR and recruiting teams run on, and keep them current as the process changes.
Track required postings, notices, training completions, and recurring HR deadlines, and prompt the owners ahead of the due date.
Serve as the first response to employee, manager, and candidate questions on policy, process, PTO, payroll timing, benefits enrollment mechanics, HRIS navigation, verifications of employment, and recruiting status. Answer what is documented, escalate what involves judgment, and never guess at a policy answer.
When a question belongs to HR leadership, benefits, payroll, or legal, hand it over with the facts, dates, and documents already assembled.
Handle compensation, medical, investigation, and personnel information with strict discretion. Discussion of employee matters is limited to those with a business need to know.
Maintain shared calendars, meeting agendas and notes, action-item tracking, and status visibility across HR and recruiting so nothing falls between the two functions.