Job Description

Staffing Agency Office Administrator job at TEL Staffing & HR. Pensacola, FL.

The Office Administrator plays a key role in supporting daily operations within our staffing agency. This position ensures smooth office functions, provides administrative support to recruiters and management, and helps maintain an organized, efficient, and professional workplace. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced environment where priorities may shift quickly.

Key Responsibilities

Administrative & Office Support

• Serve as the first point of contact for visitors, candidates, and clients; greet guests and manage incoming phone calls and emails.
• Maintain a clean, organized, and professional office environment.
• Manage office supplies, equipment, and inventory; coordinate with vendors for maintenance and replenishment.
• Handle incoming and outgoing mail, packages, and courier services.
• Schedule meetings, interviews, and conference room bookings.

Candidate & Recruiter Support

• Assist with candidate onboarding tasks, such as collecting employment documents, conducting background checks, and verifying I-9 forms.
• Enter and update candidate profiles in applicant tracking systems (ATS) and staffing databases.
• Help recruiters coordinate interviews, testing, orientation sessions, and follow-up communication.
• Ensure accurate and timely completion of new-hire paperwork.

Client & Assignment Support

• Prepare and send client documents including contracts, assignment confirmations, and weekly reports.
• Assist with timesheet collection and data entry; support payroll processing by ensuring needed information is submitted accurately and on time.
• Maintain client and assignment files, ensuring compliance with agency and regulatory requirements.

Compliance & Recordkeeping

• Maintain personnel files, audit documentation, and compliance records according to staffing industry standards.
• Support the implementation of agency policies, safety protocols, and HR compliance requirements.
• Assist with EEO reporting, tracking of certifications, and other compliance-related tasks.

General Support

• Provide administrative assistance to the branch manager and recruiting team as needed.
• Help coordinate office events, training sessions, and team meetings.
• Contribute to process improvement initiatives to enhance office efficiency and client/candidate experience.

Qualifications

• 13 years of administrative experience; experience in a staffing agency or HR environment preferred.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with ATS or CRM systems.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong customer service skills and a positive, team-oriented attitude.
• High school diploma required; associate degree or higher preferred.

Working Conditions

• Full-time, in-office role, 8am-5pm, Monday-Friday, 1 hr lunch. Will be opening office in the morning, so preferred, 7:45am arrival.
• Fast-paced environment with frequent interaction with candidates, clients, and internal staff.

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