The Staffing Coordinator is responsible for the daily and ongoing administrative requirements of a branch office of Apprentice Personnel. Additionally, the Staffing Coordinator assists the office with recruiting, dispatching, customer service and other duties as assigned.
Principal Duties and Responsibilities
1. Regularly communicating with the General Manager and staff regarding the daily and ongoing priorities of the company.
2. Greet visitors to the office.
3. Interact with temporary workers and assign workers to job orders placed by client companies.
4. Interview prospective workers and determine qualifications of applicants.
5. Interacting as necessary with corporate accounting staff on accounting and financial matters and keeping General Manager apprised of any issues that require his or her attention.
6. Overseeing the weekly billing process and the timely collection of accounts receivable (A/R). This includes working with the General Manager and Staffing Consultant(s) on their specific accounts, making regular collection calls (weekly at a minimum), the generation of monthly statements, progressive collection letters and occasional recommendations of those companies that need to be turned over to our collection process.
7. Maintain detailed notes in office software (Automated Business Designs or “ABD”) as necessary. To include but not limited to, history of temporary employees, client notes/history, and collection activity.
8. Ensuring the timely and accurate filing of all paperwork and documents of the office; i.e., Worker Opportunity Tax Credit (WOTC) forms, Workers’ Compensation insurance claims, unemployment claims, garnishment orders, etc.
9. Having basic knowledge of all systems (telephone, ABD, security, on call) of the company’s branch operation.
10. Working with General Manager and office team to ensure that the team is conducting and properly filing I-9 document checks and E-Verification's, etc. for all applicants and background checks and drug tests, as necessary.
11. Managing with the office team any vendor management system (VMS) client requisitions, filling of staff orders, and billing input.
12. Making sure that the company has adequate supplies, uniforms, protective gear, etc. to ensure that our workers have what they need to complete their assigned duties.
13. Represent Apprentice Personnel to client companies that contact a branch office for information or staffing requirements.
14. Identify sources of workers for the needs of the office through various recruiting mechanisms such as ZipRecruiter, social media, etc.; attendance at job fairs; building relationships with regional workforce centers and colleges, etc.
15. Generate time tickets for temporary workers or forwards time sheets to clients as necessary.
16. Enter hard copies and finalize entry of online applications into ABD and utilize all drop down menus to properly record from where employees learned about the company, what skill sets they possess and any other pertinent and required information.
17. Distribute payroll checks to temporary workers who have requested to pick them up at the branch office.
18. Help to drive revenue by participating in inside sales activities as required.
19. Assisting the staff with all aspects of the operation as required.
Specific Knowledge, Skills and Abilities Required
1. Prior experience in the staffing industry preferred but not necessary.
2. Excellent communication skills, including the ability to use correct grammar, spelling, and syntax.
3. Excellent interpersonal skills, including the ability to interact positively with clients, applicants, and temporary workers.
4. Exceptional organizational skills with emphasis on prioritizing work and meeting deadlines. Ability to pay close attention to details and balance workload from multiple sources. Ability to prioritize and follow through on multiple tasks.
5. Needs to possess a valid driver’s license and a clean driving record.
6. Minimum 5 years of experience in a customer service position.
7. Ability to read, comprehend, and follow oral and written instructions accurately.
8. Proficient with computers, word processing, and graphics design; (e.g. Outlook, Word, Excel, PowerPoint).
9. Ability to exercise personal judgment, discretion, confidentiality, decision-making, and initiative concerning administrative matters and priorities.
10. Ability to work with minimal supervision, work under pressure, and be flexible as work demands change.
11. Must be a self-starter that can work alone when needed.
12. Shifts times can vary. Must be available to work shift times that may vary contingent on the demands of the office.
13. Must be willing to be on call via telephone, on a rotating basis as determined by the General Manager of Operations Manager.