Staffing Administrator

TEL Staffing & HR • Mobile, AL

11d • $20 - $22 • Hybrid

About The Position

The Recruiting Administrator serves as the administrative and compliance support specialist for the Maritime Recruiting Team. This position ensures applicants move efficiently through the recruitment, hiring, onboarding, and credentialing process while maintaining compliance with federal, state, client, and maritime industry requirements. The ideal candidate is highly organized, customer-service oriented, capable of managing multiple priorities simultaneously, and comfortable working in a fast-paced staffing environment supporting ports, shipyards, offshore projects, marine construction, and industrial clients.

Requirements

• High School Diploma or GED required.
• Minimum two years of administrative experience.
• Exceptional organizational skills.
• Strong attention to detail.
• Excellent verbal and written communication.
• Ability to prioritize multiple tasks.
• Customer-focused mindset.
• Strong problem-solving abilities.
• Professional telephone etiquette.
• Ability to work under deadlines.
• Maintain confidentiality.
• Ability to work independently while supporting a collaborative recruiting team.
• Experience with Microsoft Office Suite, Microsoft Outlook, Microsoft Teams, Applicant Tracking Systems (ATS), Human Resources Information Systems (HRIS), Electronic document management systems, Adobe Acrobat, Data entry and database management.
• Must be a United States citizen.
• Must be able to obtain and maintain an active Transportation Worker Identification Credential (TWIC) and a Port Access Badge with the Alabama State Port Authority.

Nice To Haves

• Experience in staffing, recruiting, HR, or workforce management preferred.
• Maritime, industrial, construction, or skilled trades experience preferred.
• Preferred experience with Staffing software, E-Verify, I-9 management systems, Background screening platforms, Electronic onboarding platforms.

Responsibilities

• Process new employment applications.
• Review applications for completeness and qualifications.
• Maintain applicant records within the Applicant Tracking System (ATS).
• Schedule interviews for recruiters and hiring managers.
• Coordinate applicant communications via phone, email, and text.
• Maintain candidate pipelines for current and future openings.
• Assist recruiters with job postings across multiple job boards.
• Track recruiting metrics and hiring activity.
• Conduct preliminary applicant screening.
• Verify employment history.
• Obtain professional references.
• Verify work eligibility documentation.
• Coordinate background investigations.
• Coordinate drug testing.
• Schedule physical examinations when required.
• Verify certifications, licenses, and trade credentials.
• Coordinate and verify TWIC Cards, Driver's licenses, OSHA certifications, NCCER credentials, Welding certifications, Rigging certifications, Crane qualifications, Forklift certifications, Confined Space training, Fall Protection training, Respirator fit testing, USL&H eligibility, Client-specific safety requirements, Shipyard orientation requirements, and Security clearances when applicable.
• Maintain electronic compliance files for all active employees.
• Coordinate all onboarding activities including: Employment paperwork, I-9 completion, E-Verify processing, Direct Deposit, W-4 completion, Employee handbook acknowledgements, Safety policies, Client-specific onboarding documents, Badge requests, Port access documentation, and New hire orientation scheduling.
• Assist recruiters and account managers by: Providing hiring status updates, Coordinating employee start dates, Scheduling orientations, Maintaining client onboarding requirements, Assisting with employee replacements, Preparing onboarding packets, and Managing client-required documentation.
• Serve as the primary administrative contact for field employees regarding: Hiring paperwork, Credential renewals, Missing documentation, Orientation scheduling, Assignment confirmations, Payroll paperwork, and Employment verification requests.
• Maintain accurate records for: Recruiting activity, Applicant status, Hiring metrics, Credential expirations, Training records, Background checks, Drug screening results, and Compliance documentation.
• Maintain confidentiality of all personnel information.

Benefits

• Equal Opportunity Employer
• Affirmative Action Employer
• Reasonable accommodation for qualified individuals with disabilities
• Reasonable accommodation for applicants and employees with sincerely held religious beliefs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED