Staffing Administrator

***THIS POSITION IS ONLY OPEN TO UNITED STATES CITIZENS THAT CAN OBTAIN AND MAINTAIN AN ACTIVE TRANSPORTATION WORKER IDENTIFICATION CREDENTIAL (TWIC) AND A PORT ACCESS BADGE WITH THE ALABAMA STATE PORT AUTHORITY***

Recruiting Administrator – Maritime Staffing
Department: Recruiting / Operations
Reports To: Operations Manager
FLSA Status: Non-Exempt
Location: Port of Mobile

Position Summary
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.

Essential Duties and Responsibilities
Recruitment Administration

• 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.

Applicant Screening

• 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.

Maritime Compliance
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
• Security clearances when applicable

Maintain electronic compliance files for all active employees.
Onboarding
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
• New hire orientation scheduling

Client Support
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
• Managing client-required documentation

Employee Support
Serve as the primary administrative contact for field employees regarding:

• Hiring paperwork
• Credential renewals
• Missing documentation
• Orientation scheduling
• Assignment confirmations
• Payroll paperwork
• Employment verification requests

Recordkeeping
Maintain accurate records for:

• Recruiting activity
• Applicant status
• Hiring metrics
• Credential expirations
• Training records
• Background checks
• Drug screening results
• Compliance documentation

Maintain confidentiality of all personnel information.
Required Qualifications

• High School Diploma or GED required.
• Minimum two years of administrative experience.
• Experience in staffing, recruiting, HR, or workforce management preferred.
• Maritime, industrial, construction, or skilled trades experience preferred.

Knowledge, Skills & Abilities

• 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.

Technical Skills
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

Preferred experience with:

• Staffing software
• E-Verify
• I-9 management systems
• Background screening platforms
• Electronic onboarding platforms

Physical Requirements

• Prolonged sitting.
• Frequent computer use.
• Occasional lifting up to 20 pounds.
• Ability to walk throughout office facilities.
• Occasional travel to client sites, shipyards, or hiring events.

Work Environment
The position operates primarily in a professional office environment supporting maritime and industrial staffing operations. Occasional visits to ports, shipyards, marine terminals, fabrication facilities, and client locations may be required. Appropriate Personal Protective Equipment (PPE) may be required during site visits.
Key Performance Indicators (KPIs)

• Time-to-onboard
• Application processing accuracy
• Background screening turnaround
• Credential compliance rate
• I-9 compliance
• Applicant response time
• Interview scheduling accuracy
• Candidate satisfaction
• Client service responsiveness
• Documentation accuracy
• New hire onboarding completion rate
• Credential renewal compliance

Preferred Characteristics
The ideal Recruiting Administrator is:

• Highly organized and detail-oriented.
• Comfortable in a fast-paced, deadline-driven environment.
• Passionate about delivering exceptional service to applicants, employees, recruiters, and clients.
• Adaptable and capable of managing changing priorities while maintaining strict compliance with maritime staffing regulations and client requirements.

This position serves as the operational hub of the recruiting department, ensuring qualified maritime personnel are onboarded quickly, accurately, and in full compliance with company, client, and regulatory requirements.

TEL Staffing & HR is an Equal Opportunity Employer and maintains a firm commitment to the principles of equal employment opportunity and affirmative action in accordance with applicable federal laws and regulations, including Executive Order 11246, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), and Section 503 of the Rehabilitation Act of 1973.
We prohibit discrimination and harassment in all aspects of employment on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other classification protected by applicable federal, state, or local law.
As a federal contractor, TEL Staffing & HR takes affirmative action to employ and advance in employment qualified women, minorities, individuals with disabilities, and protected veterans. All employment decisions, including recruitment, hiring, placement, promotion, compensation, benefits, training, discipline, and termination, are made in accordance with these principles and in full compliance with applicable regulatory requirements.
TEL Staffing & HR provides reasonable accommodation to qualified individuals with disabilities and to applicants and employees with sincerely held religious beliefs, unless doing so would impose an undue hardship or direct threat as defined by law. Applicants requiring accommodation in the application or hiring process should contact Human Resources.
In compliance with the Office of Federal Contract Compliance Programs (OFCCP) regulations, applicants and employees may request to review portions of the Company’s Affirmative Action Plans for individuals with disabilities and protected veterans during normal business hours by contacting Human Resources.
E-Verify Participation Notice
TEL Staffing & HR participates in the E-Verify program and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. If E-Verify cannot confirm that you are authorized to work, TEL Staffing & HR will provide you with written instructions and an opportunity to contact the appropriate government agency before taking any adverse action.
Background Check Disclosure
Consistent with the requirements of the Fair Credit Reporting Act, TEL Staffing & HR may obtain a consumer report and/or investigative consumer report in connection with your application for employment and, if hired, during the course of your employment where permitted by law. These reports may include information regarding your character, general reputation, personal characteristics, and mode of living, including, where applicable, criminal history, employment verification, and education verification.
Any such report will be obtained only with your prior written authorization, and you will be provided with a standalone disclosure and authorization form as required by law. In the event that information contained in a consumer report is used as a basis for an adverse employment decision, you will be provided with all legally required notices, including a copy of the report and a summary of your rights under the Fair Credit Reporting Act.