Staffing Administrator

Recruiting Administrator

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.

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

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.

• 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.

• 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.

• 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

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

• 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.

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.

• 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

• Highly organized and detail-oriented.
• Comfortable in a fast-paced, deadline-driven environment.
• Passionate about delivering…