Office Administrator

Office Administrator

Eastern Staffing & Recruiting is seeking a highly organized, proactive, and detail-oriented Office Administrator to serve as the operational backbone of our recruiting team. This role is ideal for someone who naturally takes ownership, thrives in a fast-paced environment, and has a "take the bull by the horns" mentality. We are looking for someone who doesn't wait to be told what needs to be donethey identify opportunities, solve problems, and keep the office running efficiently. The Office Administrator plays a critical role in supporting our recruiters, applicants, clients, and internal operations by managing administrative processes, onboarding activities, compliance, applicant communication, and daily office operations. This position requires exceptional organizational skills, the ability to prioritize multiple tasks simultaneously, and a commitment to providing outstanding customer service.

Responsibilities

• Open and prepare the office each morning, ensuring a welcoming and professional environment.
• Answer incoming phone calls and direct inquiries appropriately.
• Greet applicants, clients, and visitors while providing exceptional customer service.
• Monitor office communications, including voicemail and email messages.
• Distribute daily messages and important updates to the recruiting team.
• Prepare materials and support daily operational meetings.
• Assist applicants with the hiring process and completion of employment paperwork.
• Send employment applications and onboarding documentation to candidates.
• Conduct brief phone screenings with prospective applicants.
• Print, organize, and prepare new hire packets.
• Send payroll and direct deposit information to new hires.
• Coordinate occupational medicine drug test authorizations.
• Enter applicant information accurately into the Applicant Tracking System.
• Process and track background checks and drug screenings.
• Complete E-Verify submissions and maintain accurate records.
• Conduct employment and education verifications.
• Coordinate invoice allocation for background checks and drug screens with the Accounting department.
• Maintain accurate compliance documentation and reporting.
• Verify weekly payroll information for accuracy.
• Process attendance records and enter information into the Applicant Tracking System.
• Support administrative reporting and documentation.
• Maintain organized digital and physical employee files.
• Post job openings on recruiting platforms, including Indeed and Aviont.
• Maintain and organize job descriptions within the Applicant Tracking System.
• Assist with social media content and recruiting campaigns.
• Support recruiters with administrative tasks that improve efficiency and candidate experience.

Qualifications

• Bachelor's degree preferred.
• Previous administrative, office management, staffing, recruiting, or human resources experience preferred.
• Exceptional organizational and time management skills.
• Strong attention to detail with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Professional, friendly, and customer-focused demeanor.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and the ability to learn new software quickly.
• Experience with an applicant tracking system is a plus.

The Ideal Candidate Is Someone Who

• Takes initiative without waiting to be asked.
• Has a strong sense of ownership and accountability.
• Enjoys creating structure and improving processes.
• Can successfully juggle multiple priorities while maintaining accuracy.
• Works well independently while supporting a collaborative team environment.
• Remains calm under pressure and adapts quickly to changing priorities.
• Possesses a positive attitude and is always willing to jump in wherever needed.
• Understands that every interaction with an applicant or client represents the Eastern Staffing & Recruiting brand.

The estimated hourly salary range for this position is $18 24.00 per hour, though a candidate's salary will be determined on a range of factors, including, but not limited to, qualifications and experience. Qualified candidates, please apply. Thank you for your interest in our position! Check out our other available positions at Eastern Staffing & Recruiting is an affirmative action and equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, genetic information, age, disability, veterans status, or any other legally protected basis.