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Key Responsibilities and Required Skills for Officeteam Administrative Recruiter

💰 $ - $

Human ResourcesRecruitingAdministrative Staffing

🎯 Role Definition

The Officeteam Administrative Recruiter is a specialist in administrative and office support staffing who owns full-cycle recruitment for clerical, receptionist, executive assistant, data entry, and office coordinator roles. This recruiter balances high-volume sourcing with deep client consulting—delivering fast, quality placements via proactive sourcing (LinkedIn Recruiter, Boolean search, job boards), candidate screening, behavioral interviewing, offer negotiation, and onboarding coordination. Success requires a mix of ATS expertise, relationship management with hiring managers and candidates, strong organizational skills, and a metrics-driven focus on time-to-fill, candidate quality, and retention outcomes.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant seeking lateral move into recruiting
  • Staffing Coordinator or Recruiting Coordinator
  • HR Coordinator or Talent Sourcer

Advancement To:

  • Senior Administrative Recruiter
  • Recruiting Manager / Staffing Manager
  • Client Services Manager or Account Manager

Lateral Moves:

  • Talent Sourcer
  • HR Generalist / Onboarding Specialist

Core Responsibilities

Primary Functions

  • Own full-cycle recruitment for administrative and office support positions (temporary, temp-to-hire, and direct hire) from intake to placement, ensuring alignment with client expectations and role requirements.
  • Partner with hiring managers to build and prioritize role profiles, define success criteria, and advise on market conditions, compensation benchmarks, and realistic hiring timelines.
  • Deliver high-volume candidate sourcing using LinkedIn Recruiter, job boards (Indeed, ZipRecruiter), referrals, Boolean search, and networking to build a robust pipeline of qualified administrative candidates.
  • Screen resumes and conduct structured phone and video interviews to assess core administrative competencies (calendar management, MS Office, typing speed, data entry accuracy) and cultural fit.
  • Conduct behavioral and situational interviews using competency-based questions to evaluate communication, problem-solving, confidentiality, and customer-service skills.
  • Maintain and manage candidate relationships through proactive communication, timely feedback, and career advising to maximize candidate engagement and reduce drop-off.
  • Manage applicant tracking system (ATS) workflows—entering candidate data, tracking interview stages, coordinating client feedback, and generating pipeline reports.
  • Coordinate and schedule interviews between candidates and hiring managers, prepare candidates for interviews, and provide hiring managers with interview guides and scorecards.
  • Prepare and extend offers, manage compensation discussions, obtain approvals, and coordinate offer acceptance logistics for both temporary and permanent placements.
  • Facilitate onboarding for placed candidates—collecting documentation, managing start-date logistics, communicating client expectations, and conducting post-placement check-ins.
  • Source passive candidates for specialized administrative roles using targeted outreach campaigns, personalized messaging, and relationship-building strategies to convert talent into active applicants.
  • Build and maintain strong client relationships by delivering weekly status updates, analyzing hiring metrics, and proactively recommending process improvements to reduce time-to-fill.
  • Maintain nightly and weekly reporting on requisition status, time-to-fill, conversion rates, submittals-to-hire ratios, and candidate pipeline health to inform staffing strategy.
  • Negotiate contract terms and placement fees with clients and manage internal approvals for exceptions, ensuring profitability and contractual compliance.
  • Conduct reference checks and employment verifications for candidates, documenting findings and escalating any concerns to hiring managers.
  • Ensure all recruiting activities comply with federal, state, and local employment laws and company policies, including EEO, I-9, and background check procedures.
  • Train and coach newly assigned hiring managers on best practices for interviewing, scoring, and selection to improve hiring outcomes and reduce bias.
  • Implement and maintain talent pipelining strategies for recurring administrative needs, seasonal peaks, and large-scale hiring events.
  • Participate in campus recruiting events, job fairs, and local networking events to promote open administrative roles and build a community presence.
  • Use performance metrics and candidate feedback to refine job descriptions, screening criteria, and sourcing channels to continuously improve quality-of-hire.
  • Run targeted recruitment campaigns for specialized office roles (e.g., executive assistants, office managers) and manage stakeholder communication throughout campaign lifecycles.
  • Collaborate with payroll, HR operations, and client onboarding teams to resolve pay, scheduling, and compliance issues for placed contingent workers.
  • Maintain and update job postings, talent database tags, and recruitment marketing content to enhance SEO and candidate attraction across job boards and social channels.
  • Lead continuous improvement initiatives for recruiting tools, interview scorecards, and candidate assessment templates to standardize decision-making and reduce time-to-fill.

Secondary Functions

  • Support ad-hoc reporting requests and analysis of recruiting KPIs to inform resourcing strategies and client proposals.
  • Contribute to the development of recruitment playbooks and onboarding guides for administrative hires.
  • Assist in the implementation and testing of ATS upgrades, integrations, and workflow automations to improve recruiter productivity.
  • Cross-train with Talent Acquisition and HR Business Partners to provide coverage for volume hiring or special projects.
  • Represent the recruiting team in client business reviews and contribute to workforce planning conversations.
  • Provide occasional training and mentorship to junior recruiters and sourcing coordinators on effective outreach and screening techniques.
  • Support diversity and inclusion recruiting initiatives by sourcing underrepresented talent and advising on inclusive job descriptions and interview panels.

Required Skills & Competencies

Hard Skills (Technical)

  • Applicant Tracking System (ATS) proficiency: iCIMS, Bullhorn, Workday, or Lever—managing workflows, candidate records, and reporting.
  • Boolean search and advanced sourcing techniques for LinkedIn, GitHub, job boards, and resume databases.
  • Proficiency with LinkedIn Recruiter and Sales Navigator for targeted outreach and pipeline building.
  • Strong Excel skills for tracking metrics: pivot tables, VLOOKUP/XLOOKUP, basic formulas, and reporting dashboards.
  • Experience with candidate assessment tools and pre-hire testing platforms (typing tests, Excel assessments, personality assessments).
  • Familiarity with background check vendors, I-9 verification processes, and compliance documentation.
  • Experience writing SEO-optimized job postings and recruitment marketing copy for administrative and clerical roles.
  • CRM and email campaign experience for candidate engagement and nurturing (Mailchimp, HubSpot, or similar).
  • Calendar management and scheduling tools proficiency (Outlook, Google Calendar, Calendly).
  • Experience with offer letter templates, offer management tools, and negotiation best practices.
  • Knowledge of local labor laws, FLSA, and best practices related to contingent workforce management.

Soft Skills

  • Exceptional verbal and written communication skills for clear candidate and client interactions.
  • Strong client relationship management and consultative selling skills to influence hiring decisions.
  • Time management and prioritization skills for handling multiple requisitions in a fast-paced environment.
  • Strong interviewing and assessment skills with an eye for detail and pattern recognition in candidate behavior.
  • Resilience and persistence in outreach, follow-up, and closing passive candidates.
  • High degree of confidentiality and ethical judgment when handling candidate and client information.
  • Problem-solving mindset with the ability to anticipate hiring bottlenecks and propose solutions.
  • Empathy and candidate-centric approach to maintain positive employer brand throughout the hiring lifecycle.
  • Team collaboration and ability to work cross-functionally with HR, payroll, and operations.
  • Adaptability and comfort with changing priorities and evolving client needs.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; some college coursework preferred.

Preferred Education:

  • Bachelor’s degree in Human Resources, Business Administration, Communications, or related field.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range:

  • 1–5 years of recruiting experience, with at least 1 year focused on administrative/clerical or high-volume staffing.

Preferred:

  • 2+ years of hands-on experience in administrative staffing or office support recruitment, ideally within a staffing agency or corporate recruiting function.
  • Demonstrated track record of meeting time-to-fill and quality-of-hire targets for clerical and office roles.
  • Experience managing multiple client accounts and providing consultative hiring guidance.
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