Part-Time Administrative/Recruiter Specialist

Part-Time Administrative/Recruiter Specialist

Job Type: Part-Time (30 scheduled hours per week; 5 hours/day, 6 days/week, weekends included)

Work Hours: Exact shift and rest days to be confirmed.

Job Overview:

We are seeking a detail-oriented, proactive, and technologically savvy Part-Time Administrative/Recruiter Specialist to support driver recruitment and HR-related administrative activities for a transportation company. The primary focus of this role is recruitment support, particularly reviewing driver applications, contacting applicants, conducting initial screening calls, and maintaining consistent communication throughout the hiring process.

In addition to recruitment responsibilities, the position will assist with hiring documentation, employee records management, and incident reporting. This includes collecting required employee documents, maintaining organized personnel files, following up on missing information, retrieving records when requested, and contacting employees to obtain incident reports or additional details when needed.

The ideal candidate has previous administrative and recruiting experience, basic Microsoft Excel skills, and the confidence to make outbound calls, ask screening questions, and follow up with applicants and employees. Strong communication, urgency, attention to detail, and follow-through are essential. Candidates must be comfortable taking initiative, managing information accurately, and working independently while following the client's established procedures.

Experience in transportation, trucking, logistics, or driver recruitment is preferred. Spanish proficiency is also preferred but is not required. The candidate should be willing to learn the client's recruitment processes, documentation requirements, and applicable HR procedures across different states.

Key Responsibilities:

Administrative Support

• Maintain organized employee files, company records, and documents.
• Prepare correspondence, reports, forms, and spreadsheets.
• Communicate with employees, vendors, and service providers and track deadlines and outstanding tasks.
• Maintain accurate personnel, recruitment, and administrative records.
• Collect, organize, and follow up on missing, incomplete, or outdated employee documentation.
• Assist with incident reporting by contacting employees, collecting reports, and obtaining additional information when needed.
• Retrieve employee or company records when requested.
• Handle employee, applicant, and company information confidentially.

Driver Recruitment & Onboarding

• Post job openings, review driver applications, and organize applicant information.
• Contact applicants, conduct initial screening calls, and assess candidates against established hiring criteria.
• Coordinate interviews and maintain applicant information in Paycom or other designated recruiting systems.
• Follow up with applicants regarding unanswered calls, missing information, pending responses, and outstanding requirements.
• Coordinate pre-employment screenings, offer letters, hiring paperwork, orientation, and training.
• Maintain accurate hiring records and keep HR and management informed of hiring progress and outstanding requirements.
• Escalate recruitment issues or candidates requiring management review.

DOT Compliance Support

• Maintain Driver Qualification (DQ) files and driver compliance records.
• Track renewals, licenses, certifications, credentials, and compliance deadlines.
• Notify drivers and management of upcoming deadlines, missing documents, and expired credentials.
• Coordinate DOT physicals, drug and alcohol testing, and driver screenings as assigned.
• Assist with FMCSA Clearinghouse queries as assigned.
• Support HOS audits, DVIR reviews, and safety-event follow-up with dispatch and management.
• Assist with compliance audit preparation and track required corrections, training, and coaching.
• Escalate missing documentation, expired credentials, or potential compliance concerns.

Vehicle Maintenance Coordination

• Coordinate vehicle maintenance and repairs with drivers, dispatch, management, and service providers.
• Track preventive maintenance, reported defects, repairs, and service records.
• Follow up on outstanding maintenance issues and unresolved vehicle concerns.
• Update dispatch and upper management regarding vehicle availability and unresolved safety concerns.
• Maintain accurate maintenance and service documentation.

Systems & Reporting

• Use Microsoft Word, Excel, and email for administrative, recruitment, reporting, and documentation tasks.
• Maintain accurate recruitment, employee, compliance, and maintenance tracking records.
• Learn and use systems such as Paycom, Samsara, and Trax, as applicable.
• Respond promptly to calls, messages, and internal requests related to assigned responsibilities.
• Escalate issues requiring management review and follow established company procedures.

Required Qualifications

• Previous administrative experience required.
• Previous recruiting, talent acquisition, or recruitment coordination experience required.
• Strong verbal and written communication skills.
• Confidence in making outbound calls and conducting initial applicant screening.
• Strong organization, attention to detail, follow-up, and time-management skills.
• Working knowledge of Microsoft Word, Excel, and email.
• Ability to maintain accurate records and manage multiple deadlines independently.
• Ability to handle confidential employee and applicant information professionally and discreetly.
• Strong computer literacy and ability to learn new systems and digital tools.
• Ability to work independently and effectively with HR, dispatch, management, employees, applicants, vendors, and service providers.
• Ability to adapt to changing operational needs and priorities.
• Willingness to learn the client's recruitment, HR, DOT compliance, and documentation procedures.

Preferred Qualifications

• Experience in transportation, trucking, logistics, or commercial driver recruiting.
• Familiarity with DOT compliance and driver records.
• Experience with Driver Qualification files, DOT physicals, drug and alcohol testing, Clearinghouse, HOS, DVIRs, or safety-event follow-up.
• Experience coordinating vehicle maintenance, repairs, preventive maintenance, or service records.
• Experience with Paycom, Samsara, and/or Trax.
• Previous HR administrative experience involving employee files, onboarding, hiring documentation, compliance records, or incident reporting.
• Experience with high-volume applicant outreach or phone-based screening.
• Spanish proficiency is preferred but not required.

Working Conditions

• Frequent computer and telephone use with regular communication with employees, applicants, management, vendors, and service providers.
• Requires accuracy, timely follow-up, confidentiality, and attention to detail.
• Requires flexibility as recruitment, compliance, maintenance, and operational needs change.
• Requires the ability to manage deadlines and work independently while collaborating with a team.
• Schedule requires 6 days per week, including weekends, aligned with Los Angeles local time.

Note: An NBI or police clearance will be required upon acceptance of the job offer.