Recruitment Administrative Assistant

This position will start through a third party and have the opportunity to be hired directly after a 90 day trial period, pending performance and organization's demand.

JOB SUMMARY

The Recruitment Administrative Assistant provides administrative and operational support to the Talent Acquisition team, ensuring efficient recruitment processes and a positive candidate experience. This position is responsible for coordinating interview activities, maintaining accurate recruitment records, managing pre-employment and onboarding preparation activities, and assisting with candidate sourcing and communications.

Working closely with Talent Acquisition Specialists, hiring managers, and HR team members, the Recruitment Administrative Assistant takes ownership of pre-employment coordination, onboarding readiness, and administrative tracking to ensure a seamless transition from candidate selection to new hire orientation. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced manufacturing environment.

ESSENTIAL REQUIREMENTS

• Coordinate interview scheduling, including communication with candidates, hiring managers, and interview teams to ensure a seamless and professional candidate experience.
• Organize onsite interviews, travel arrangements, facility tours, and other necessary accommodations.
• Serve as a point of contact for candidates regarding interview schedules, application status inquiries, and general recruitment-related questions, escalating matters as appropriate.
• Maintain accurate and up-to-date candidate records within the applicant tracking system (ATS), ensuring proper documentation and data integrity throughout the recruitment process.
• Assist Talent Acquisition Specialists with candidate sourcing activities using LinkedIn Recruiter, resume databases, job boards, and other recruitment platforms.
• Support candidate outreach initiatives through email, phone, and recruitment platforms to generate interest in open positions and coordinate next steps with the recruitment team.
• Assist with preliminary candidate reviews and basic qualification assessments based on established position requirements and screening guidelines.
• Support recruitment advertising activities, including posting open positions, updating job advertisements, and assisting with recruitment marketing materials.
• Own and coordinate the pre-employment process, including initiating background checks, communicating requirements to candidates, monitoring completion, and following up on outstanding items to ensure timely processing.
• Maintain and manage pre-employment tracking systems, ensuring accurate documentation, timely completion of required activities, and proactive communication of potential delays or concerns to the appropriate team members.
• Coordinate and track onboarding preparation activities, including new hire documentation, orientation scheduling, internal notifications, and communication with new hires and relevant departments to ensure readiness for their start date.
• Serve as a primary point of contact for new hires throughout the pre-employment and onboarding preparation process, providing clear instructions, timely updates, and a positive introduction to GEOTEK.
• Partner with Talent Acquisition Specialists, Human Resources, and hiring managers to resolve outstanding pre-employment and onboarding requirements and ensure a smooth transition into employment.
• Prepare, maintain, and distribute recruitment-related reports, tracking documents, templates, and communications.
• Support the organization and maintenance of recruitment resources, including interview guides, candidate profiles, job descriptions, and process documentation.
• Assist with recruitment events, job fairs, employee referral initiatives, and other activities designed to support candidate attraction and engagement.
• Identify opportunities to improve administrative processes, enhance recruitment efficiency, and strengthen the overall candidate and new hire experience.
• Maintain confidentiality of candidate and employee information while ensuring compliance with company policies and applicable employment practices.
• Represent GEOTEK professionally in all interactions while promoting the company's employer brand and TRUE Values.
• Support the Mission of the organization and adhere to all company policies.
• Perform other duties as directed.

KEY COMPETENCIES

• Organization & Attention to Detail: Strong organizational skills with the ability to manage multiple schedules, tasks, and competing priorities while maintaining accuracy.
• Communication & Customer Service: Excellent verbal and written communication skills with the ability to interact professionally with candidates, employees, hiring managers, and external partners.
• Technical Proficiency: Proficiency with Microsoft Office applications, including Outlook, Word, and Excel, with the ability to learn applicant tracking systems and recruitment platforms.
• Process Ownership & Follow-Through: Ability to independently manage administrative processes, track outstanding requirements, meet deadlines, and proactively resolve issues to ensure timely completion.
• Collaboration & Teamwork: Ability to build effective working relationships and provide responsive support across the Talent Acquisition and Human Resources teams.
• Initiative & Adaptability: Proactive, resourceful, and flexible in responding to changing recruitment priorities and business needs.
• Confidentiality & Professionalism: Ability to handle sensitive candidate and employee information with discretion and sound judgment.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma or equivalent required; associate's or bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• Previous experience in an administrative, human resources, recruitment, or customer service support role preferred.
• Strong organizational skills and attention to detail with demonstrated ability to manage multiple priorities and follow through on time-sensitive activities.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Experience using applicant tracking systems, HR information systems, LinkedIn Recruiter, or other recruitment platforms preferred.
• Excellent interpersonal and communication skills, including professional written correspondence and telephone communication.
• Ability to work independently, take initiative, and collaborate effectively within a team environment.
• Previous experience in a manufacturing, staffing, or fast-paced business environment preferred.

WORKING CONDITIONS

PHYSICAL DEMANDS

• Primarily sedentary work involving prolonged periods of sitting at a desk, working on a computer, and performing tasks requiring manual dexterity, such as typing and writing.
• Occasional standing, walking, and moving throughout the office and production facilities.
• May require occasional lifting or carrying of light materials, typically up to 20 pounds.

WORKING ENVIRONMENT

• Work is primarily conducted in a typical office environment with controlled indoor temperatures, standard lighting, and minimal noise.
• Periodic visits to production areas may involve exposure to varying temperatures, higher noise levels, and potential contact with dust, fumes, or other airborne particles. Use of personal protective equipment (PPE) is required.
• Regular work schedule is Monday through Friday, with occasional flexibility to accommodate candidate interviews, recruitment activities, or shift-related business needs.

COMPANY OVERVIEW

WHO WE ARE

For over 30 years, GEOTEK has been internationally recognized for industry-leading composite technologies, engineering, and service. The company has grown PUPI® into the leading global provider of fiberglass crossarms and is committed to adding and developing other market-leading composite brands for the world's infrastructure.

GEOTEK manufactures and distributes engineered fiberglass composites used in transmission and distribution power lines and substations. The company is well positioned for sustained growth and profitability through market expansion and new product offerings.

OUR PURPOSE

As the global leader in composite crossarms, we aim to broaden our engineered composite products in infrastructure applications with light poles and beyond.

MISSION

Enhance the world's infrastructure with engineered composite products.

VISION

Develop, acquire, and grow respected composite product brands; where each product line delivers market-leading reliability, performance, and value to global infrastructure customers.

VALUES

TRUE Values

• TEAM – we before me
• RELIABLE – every day in every way
• URGENT – the drive to do
• ENTERPRISING – be curious

#INDEED