Recruiting & HR Administrative Assistant

1. MUST BE LOCATED IN FLORIDA - PREFERABLY IN DRIVING DISTANCE FROM FORT LAUDERDALE
   
   
2. MUST BE AVAILABLE TO START IMMEDIATELY
   
   
3. IF YOU DO NOT COMPLETE THE PRE-SCREENING ASSESSMENT QUESTIONS YOUR APPLICATION WILL NOT BE REVIEWED.
   

Position Summary

The Recruiting & HR Administrative Assistant is a critical support role that blends technical coordination administrative execution and client-facing professionalism. This team member is responsible for the full lifecycle support of recruiting and hiring activities including job posting applicant tracking candidate coordination and direct communication with clients via Zoom and email.

In addition to recruiting support this role provides structured administrative assistance to the HR team by preparing orientation and onboarding documentation maintaining accurate internal trackers and records and ensuring strict adherence to SOPs. The ideal candidate must be highly organized adaptable professional and able to manage multiple platforms clients and deadlines while maintaining the highest levels of confidentiality and care.

Key Responsibilities

Recruiting Coordination

• Post and maintain job openings on job boards and CYB s internal career page
  

• Screen incoming resumes and conduct basic pre-screen calls using CYB templates
  

• Draft and send client update emails from the careers@ or recruiting@ inboxes
  

• Draft and update job descriptions to ensure clarity alignment with client branding and legal compliance
  

• Schedule and confirm interviews between candidates and clients using Zoom/Calendly
  

• Coordinate assessments background checks and reference calls per client SOPs
  

• Maintain and update candidate statuses and notes in Zoho Recruit (ATS)
  

• Track open roles pipeline movement and metrics in recruiting trackers shared with clients
  

• Follow and enforce recruiting workflows based on each client s SOPs
  

• Participate in team and client Zoom meetings to review recruiting needs and progress
  

Onboarding & Orientation

• Collaborate with clients to ensure proper pre-onboarding documentation and scheduling
  

• Format and distribute welcome packets orientation guides and acknowledgment forms
  

• Draft and update offer letters in alignment with employment laws and internal templates
  

• Maintain onboarding tracking and document management for multiple client hires
  

Document & Workflow Management

• Organize and upload finalized HR and recruiting documents into Zoho WorkDrive folders
  

• Ensure candidate files offer letters background checks and signed materials are current complete and securely stored per client process
  

• Monitor shared inboxes (recruiting@ careers@ HR@) and ensure all recruiting related emails are drafted and responded to properly according to company SOPs
  

• Format job descriptions and templates for consistency clarity and compliance
  

• Monitor junk/spam folders as needed to ensure timely responses and task visibility
  

Client Interaction & Communication

• Meet regularly with clients via Zoom to support recruiting hiring and onboarding efforts
  

• Maintain a high level of professionalism in all communications
  

• Escalate issues delays or compliance concerns to HR Manager or CEO promptly
  

• Follow up with clients and candidates using clear and timely communication
  

Additional Responsibilities

• Backing up the HR Coordinator and HR Assistant if they are unavailable or have an overflow of tasks that need support and extra hands
  

• Managing Incoming/Outgoing client calls per SOP
  

• Compliance Updates
  

• Other Duties as Assigned
  

Requirements

Required Qualifications

• 1 years of proven recruiting experience particularly with small or growing businesses
  

• Strong time management multitasking and organizational skills
  

• Demonstrated ability to manage multiple roles and clients simultaneously with professionalism and poise
  

• Experience drafting and updating job descriptions and offer letters aligned with employment law and HR best practices
  

• Comfortable leading or participating in Zoom meetings with clients and executives
  

• High level of confidentiality discretion and professionalism in handling sensitive information
  

• Proficient in:
  

• Applicant Tracking Systems (Zoho Recruit or similar)
  

• HRIS and payroll platforms (Gusto Paylocity ADP BambooHR)
  

• Office 365 Zoom Calendly and other cloud-based tools
  

• Strong written and verbal communication skills; excellent attention to detail
  

• Coachable with an interest in growing in HR and learning from SHRM-certified experts
  

• Must be U.S.-based and authorized to work per client contractual requirements
  

Preferred Qualifications

• General understanding of HR functions and terminology
  

• Experience supporting multiple clients and working in small business or HR consulting environments
  

• Proficiency with Zoho tools (Recruit WorkDrive CRM Projects)
  

• Experience using AI or automation tools (e.g. ChatGPT Gamma)
  

• Familiarity with HR file management systems
  

• Experience coordinating interviews training sessions or onboarding
  

• Interest in pursuing SHRM-CP PHR or similar HR certification
  

Competencies

• Strong attention to detail and organization
  

• Proactive communication and follow-through
  

• Adaptability in fast-paced environments
  

• Familiarity with HR terminology and processes
  

• Comfortable using remote tools (Office 365 Zoom Zoho)
  

Work Environment & Physical Demands

• Fully remote position; requires a quiet professional home office with reliable internet.
  

• Primarily computer-based with frequent use of hands and fingers for typing and navigation.
  

• Must be able to sit for extended periods and communicate clearly via phone and video.
  

• Occasional need to lift or move items up to 5 lbs.
  

• Requires strong focus time management and comfort with virtual collaboration tools.
  

Schedule

• Monday Friday 10 AM - 7PM EASTERN TIME occasional after-hours deadlines.
  

• 1 Hour Break
  

• Occasional after-hours tasks for deadlines client calls or interviews
  

• Primarily computer-based work; must be self-directed and proactive
  

Benefits

• Health Insurance (Medical Dental Vision)
  
• Simple IRA Match when eligible.
  

Growth Path

Assistant Recruiter

• If interested in HR: HR Assistant
  

• If CYB staffing needs align: HR Coordinator or Recruiter