Administrative Assistant

Administrative AssistantTetra Tech, Inc. specializes in supporting communities recovering from disasters, severe weather events, and other emergency situations. We are currently seeking Administrative Assistants to join our Talent Acquisition team. The position is 100% remote, including all applicable training.At Tetra Tech, we are Leading with Science® to solve the world's most complex challenges. Our industry-leading experts in engineering and consulting are committed to driving positive change in communities around the world. For over 50 years, we have been at the forefront of innovation and sustainability. Today, we stand as a market leader, offering solutions in water, environment, energy, disaster recovery, and international development. Our work has improved more than 625 million lives around the world.Join Tetra Tech to make a real difference. Our work leverages cutting-edge technologies, advanced analytics, and the expertise of world-class scientists and engineers to create meaningful change around the world. Discover your full potential – join us to advance your career while leaving a lasting legacy.The Administrative Assistant coordinates daily training and dispatch activity for newly hired individuals. This position verifies MVR and I-9 statuses, monitors training completion, updates multiple tracking systems, processes dispatch information, and follows up on rescheduled and no-show employees. The role is responsible for maintaining timely, consistent, and accurate onboarding, training, and dispatch records.This role is well suited for a highly organized, detail-oriented individual who communicates clearly, follows established processes, and is comfortable managing multiple priorities and computer systems in a fast-paced environment. The ideal candidate is proactive, dependable, and skilled at following up while maintaining accurate records. Previous onboarding support experience is not required.Staffing needs can change quickly in response to disaster activity and project requirements. Successful candidates must be comfortable working in a fast-paced environment, shifting priorities as needed, and supporting periods of increased staffing activity.The following duties are considered essential to the role. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.Verify Motor Vehicle Record results through designated systems and accurately record each employee's current status.Review and update employee I-9 and E-Verify statuses, including processing documentation received through designated administrative channels.Prioritize employees scheduled for same-day training and ensure their information is updated across all required trackers and systems.Monitor daily training attendance and completion, including employees who complete training, reschedule, or fail to attend.Follow up promptly with rescheduled and no-show employees and document all communication and status changes.Maintain accurate employee assignments, training statuses, and dispatch information in Google Dispatch, Smartsheet trackers, and related systems.Reconcile information across all trackers to ensure records remain consistent.Communicate status updates, discrepancies, and unresolved issues to Human Resources, Recruiting, Training, and Operations as appropriate.Assist with creating and maintaining call logs for call center staff.Develop and coordinate text-message campaigns for new-hire outreach, hiring-event communications, training follow-ups, and other business needs.Perform additional staffing and Talent Acquisition support duties as assigned based on project and operational needs.Minimum of 1 year of administrative experience, recruiting, human resources, customer service, or similar phone-based customer-facing environment. Alternative relevant experience may be considered in lieu of staffing support experience.Demonstrated ability and comfort managing multiple candidates, projects, and deadlines simultaneously.Strong verbal communication and interpersonal skills with the ability to build rapport, ask questions, and communicate professionally with a diverse range of individuals while assisting them in completing paperworkAbility to thrive in a fast-paced, performance-driven environment while maintaining productivity, responsiveness, accuracy, and professionalism.Ability to navigate multiple computer applications, accurately document information while on calls, and quickly learn new technology, software platforms, and project-specific systems.Strong organizational, time-management, multitasking, and problem-solving skills with excellent attention to detail and the ability to adjust quickly to changing priorities.Ability to work independently in a remote environment while remaining engaged, responsive, and collaborative with a fast-paced team.Proficiency with Microsoft Office applications and access to a quiet, professional remote workspace suitable for conducting confidential, back-to-back calls without excessive background noise or interruptions.Must be available to work extended schedules during periods of increased staffing activity, including 10 hours per day, up to 6 days per week, and weekends as required.Previous experience working in high-volume staffing, recruiting support, onboarding, or temporary staffing environments.Previous experience supporting disaster response, emergency staffing, or other rapidly changing workforce environments.Experience using an Applicant Tracking System (ATS).Experience with software platforms such as Smartsheet, TextUs, and HireRight.Ability to travel as needed to support in-person hiring and onboarding events, including travel with limited advance notice.Ability to remain seated and work at a computer for extended periods while conducting phone-based staffing activities.Ability to communicate verbally by telephone for extended periods throughout the workday.Ability to work extended schedules of approximately 10 hours per day and up to 6 days per week during periods of increased staffing activity.Ability to stand and walk for extended periods while supporting in-person hiring and onboarding events.Ability to walk outdoors as needed while distributing or posting hiring materials.Ability to travel by airplane and/or vehicle to hiring events and project locations, sometimes with limited advance notice.Must be able to communicate clearly and effectively in English, both verbally and in writing, to interact with customers, coworkers, and other stakeholders.Must be able to hear and understand verbal communications, including telephone and/or headset-based conversations, with or without reasonable accommodation.Must be able to speak clearly enough to communicate effectively with customers and others by telephone or other voice-based communication systems, with or without reasonable accommodation.Must be able to read and comprehend written information and communicate effectively through email, chat, and other written communication platforms.Must be able to use a computer, telephone/headset, and other standard office equipment necessary to perform the essential functions of the position, with or without reasonable accommodation.Remote work requires a quiet, professional workspace suitable for conducting a high volume of phone calls and confidential employment-related conversations without excessive background noise or interruptions. These requirements are outlined in the Tetra Tech Remote Work Policy which must be acknowledged and followed.Employees must maintain a remote work environment that allows them to communicate clearly and professionally with candidates throughout scheduled working hours.Work is performed in a fast-paced, high-volume environment where staffing priorities and workload may change quickly based on disaster activity and project requirements.The position requires extended periods of computer and telephone use throughout the workday.During in-person hiring and onboarding events, employees may be required to stand and work for extended periods of approximately 10 hours per day.In-person event responsibilities may require walking outdoors and working in varying weather conditions while conducting outreach or distributing hiring materials.Travel may involve working from temporary offices, hiring-event locations, hotels, project sites, or other designated work locations.This position has two shifts 6am-4pm, 12pm-10pm.New hires are required to attend virtual trainings.Candidates must have the flexibility to work extended schedules during periods of increased staffing activity.Schedules may include 10-hour workdays, up to 6 days per week, and weekend work.Work schedules, travel requirements, and hours may fluctuate based on disaster activity, project staffing requirements, and operational needs.Approved business travel expenses are pre-arranged and covered in accordance with Tetra Tech policies. Employees will be eligible to receive applicable per diem allowances while traveling.· Typical travel assignments last approximately 2–5 days; however, duration may vary based on operational needs. Employees who travel must maintain flexibility and be willing and able to travel with limited advance notice.This position with Tetra Tech is temporary and on an "as needed" basis and will end. It is understood that your employment is to be on an "at will" basis. Neither our stating your salary in annualized terms nor our comments nor representations in any other respects are intended to express or imply that you will be working either for any duration or under a contract of employment.This offer is contingent upon the availability of anticipated contract work. While we are proactively hiring in preparation