We are looking for a Staffing Administrator who can manage the daily flow of candidate communication, interview scheduling, client follow-up, and administrative support in a fast-paced staffing environment.

This is not a traditional recruiting role. Most of our applicants are already coming through our hiring channels. Your job is to keep the process moving: respond quickly, schedule accurately, communicate professionally, and make sure no candidate or client falls through the cracks.

Job Summary

The Staffing Administrator is responsible for supporting daily staffing operations by managing candidate communication, scheduling interviews, responding to applicants, updating candidate records, and assisting with client communication.

This role requires someone who can multitask all day, stay organized under pressure, communicate clearly by phone and email, and follow up with urgency. The right person will be comfortable handling a high volume of calls, messages, interview confirmations, and administrative details while maintaining a professional and helpful tone.

Key Responsibilities

Candidate Communication

• Answer and manage a high volume of incoming and outgoing candidate calls.
• Respond to applicant messages in a timely and professional manner.
• Conduct basic candidate follow-up to confirm interest, availability, work history, transportation, schedule fit, and readiness to interview.
• Provide candidates with clear instructions regarding interviews, next steps, documents needed, and job expectations.
• Follow up with candidates who miss calls, miss interviews, or need additional information.
• Maintain a respectful and professional tone with every candidate, including those who may need extra guidance.

Interview Scheduling & Coordination

• Schedule candidate interviews with internal staff or client companies.
• Confirm interview dates, times, locations, and attendance expectations.
• Send interview reminders and follow-up messages.
• Track interview status, candidate show rates, and next steps.
• Communicate schedule changes quickly and accurately.
• Help reduce no-shows through strong confirmation and follow-up processes.

Client Communication Support

• Send professional emails to clients regarding candidate updates, interview confirmations, availability, and follow-up items.
• Assist with client requests related to open positions, candidate status, and scheduling.
• Communicate urgent client needs to the appropriate internal team members.
• Help maintain strong client relationships through fast, accurate, and professional communication.

Administrative Staffing Support

• Update candidate files, notes, statuses, and communication records in company systems.
• Monitor applicant flow and help ensure candidates are moved through the process quickly.
• Assist with job posting responses, candidate tracking, and daily staffing reports.
• Support onboarding paperwork, document collection, and compliance-related administrative tasks.
• Help keep daily staffing activity organized, accurate, and easy for the team to follow.
• Identify bottlenecks in the candidate process and communicate issues before they become larger problems.

What Success Looks Like

A successful Staffing Administrator will:

• Respond quickly to candidate and client communication.
• Keep interviews scheduled, confirmed, and organized.
• Reduce missed interviews and candidate drop-off.
• Maintain accurate candidate notes and records.
• Handle multiple priorities without needing constant supervision.
• Communicate professionally even during stressful or busy periods.
• Help the staffing team move faster, serve clients better, and create a better candidate experience.

Requirements

Requirements

• Previous administrative, staffing, customer service, call center, dispatching, or office coordination experience preferred.
• Strong phone communication skills.
• Strong written communication and professional email ability.
• Ability to multitask in a fast-paced environment.
• Excellent attention to detail and follow-through.
• Comfortable using computers, online platforms, email, calendars, and internal databases.
• Ability to stay calm and organized while handling multiple calls, messages, and scheduling requests.
• Reliable attendance and strong work ethic.
• Ability to handle confidential candidate and client information professionally.
• Staffing, recruiting support, HR, or employment services experience is a plus, but not required.

Preferred Qualifications

• Experience working in a high-volume office environment.
• Experience scheduling interviews, appointments, orientations, or client meetings.
• Experience communicating with job applicants or employees.
• Familiarity with light industrial, warehouse, manufacturing, skilled labor, or general labor staffing environments.
• Bilingual abilities are a plus.

This Role Is a Good Fit For Someone Who Is

• Highly organized.
• Fast on the phone.
• Professional by email.
• Comfortable with constant follow-up.
• Able to switch between calls, messages, scheduling, and admin work.
• Patient with candidates but firm about expectations.
• Detail-oriented enough to update records accurately.
• Urgent without being chaotic.