Office Administrator​/Recruiting Support Specialist

We are seeking a highly organized and professional Office Administrator/Recruiting Support Specialist to serve as the primary point of contact for our physical office while providing critical administrative support to our talent acquisition team. This dual-function role requires a seamless transition between managing the daily flow of the office environment and executing high-volume recruitment logistics. The ideal candidate is a proactive problem-solver who can balance person-to-person interaction with focused data management and scheduling tasks.

Some of your duties may include:

• Office Operations (50%)
• Facility Management:
  Act as the first point of contact for all visitors, vendors, and clients, ensuring a professional and welcoming arrival experience.
• Site Security & Access:
  Monitor office entry points, manage visitor logs, and coordinate deliveries or courier services.
• Administrative Support:
  Manage incoming correspondence, maintain office supply inventories, and ensure common areas (conference rooms, break areas) are business-ready.
• Executive Assistance:
  Assist leadership with local administrative tasks, including document preparation and meeting room set-up.
• Interview Logistics:
  Coordinate and schedule high volumes of interviews between candidates and hiring managers across multiple time zones.
• Candidate
  
  Experience:
  
  Serve as the primary guide for candidates, ensuring they are informed of next steps and feel supported throughout the hiring process.
• Onboarding Support:
  Assist in the collection of new-hire documentation, initiate background checks, and coordinate the first-day logistics for local and remote hires.
• Database Management:
  Maintain accurate and up-to-date records within the Applicant Tracking System (ATS), ensuring compliance with internal hiring protocols.

Required Education, Certifications, Licenses, and

Experience:

• Experience:
  
  Minimum of 23 years of experience in an administrative, office management, or HR support role.

Technical Proficiency:
Advanced skills in Microsoft Office 365 (specifically Outlook, Teams, and Excel).

Communication:
Exceptional verbal and written communication skills with the ability to maintain confidentiality and exercise discretion.

Adaptability:
Proven ability to manage a split workload, shifting priorities quickly between immediate in-person needs and long-term administrative projects.

Presence: A professional demeanor and reliable attendance are essential for this in-person, 40-hour-per-week position.

Work Environment:
Employees may be exposed to extreme cold or hot weather conditions, fumes, or airborne particles, toxic or caustic chemicals, and loud noise.

Physical Requirements:

Employees may be required to remain in a stationary position, stand, push, pull, climb, kneel, crawl, balance, squat, bend, and reach during shifts. Employees may be also required to use gear to move items around, including, but not limited to, carts and dollies. Employees may also be occasionally required to lift and/or move up to 49 pounds.

Garda World Federal Services is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know.