Overview
The Recruiting Admin Manager is responsible for overseeing end-to-end recruitment operations for new and existing stores, while serving as the primary owner of ADP Onboarding administration, data management, and company-wide travel operations. This role manages a team of recruiters and administrative staff, ensures compliance with federal and multi-state employment laws, and proactively identifies and mitigates operational and compliance risks related to hiring, onboarding, and business travel.
The position works cross-functionally with HR, Legal, Payroll, IT, Finance, and Operations to drive efficiency, cost control, and process improvements across the organization. The Recruiting Manager plays a key role in delivering a compliant, efficient, and positive candidate and new-hire experience, while supporting organizational growth and operational readiness.
Essential Duties
Manage and Administer ADP Onboarding Processes
- Configure, manage, and monitor onboarding tasks, forms, and consent documents.
- Track onboarding completion status and follow up on outstanding items.
- Identify system or process gaps and recommend improvements within ADP.
- Conduct HQ orientation for new hires.
HR System (ADP) and Recruiting Data Management
- Maintain accurate candidate and employee data within ADP and related applications, including Onboarding.
- Ensure data integrity, consistency, and timely updates across systems.
- Prepare and submit recruitment and onboarding data and reports to internal stakeholders and external vendors as required, with biweekly reporting provided to the reporting manager.
Multi-State Hiring Compliance and Risk Management
- Research, monitor, and maintain up-to-date knowledge of state-specific hiring and onboarding requirements, including background check consent timing, offer documentation, and required employment forms.
- Ensure compliance with company policies, organizational structure, and all applicable federal, state, and local employment laws.
- Identify potential legal, compliance, and operational risks in recruitment, onboarding, and travel processes.
- Implement proactive risk mitigation and process improvement strategies in collaboration with HR and Legal teams.
Company-Wide Travel Operations & Cost Management
- Oversee company-wide travel operations, including booking of flights, hotels, rental cars, and related services.
- Manage travel vendor relationships, contracts, and rate negotiations to ensure cost-effective and compliant travel arrangements.
- Oversee company-wide travel payments, including corporate credit card usage, invoice review, reconciliation, and approval processes.
- Maintain accurate company-wide travel data, ensuring proper documentation, reporting, and audit readiness.
- Prepare and deliver regular travel spend and utilization reports for management review.
- Drive efficiency improvements and cost-reduction initiatives related to travel policies, processes, and vendor management.
- Audit and collect invoices related to corporate credit card usage.
People Management & Leadership
- Manage, coach, and develop direct reports, including recruiters and administrative staff.
- Set clear expectations, manage workloads, and provide regular performance feedback.
- Support training, professional development, and succession planning within the team.
- Conduct regular team meetings to share best practices and reinforce expectations.
- Foster a collaborative, accountable, and high-performing team environment.
Administration & Cross-Functional Support
- Oversee job postings for new and existing stores across ZipRecruiter, Indeed, Betterteam, company website, Linked in, Appyhere, ADP and more.
- Lead resume screening and coordinate in-person and video interviews with candidates.
- Coordinate business travel for recruitment, training, and store openings, including extended trips of 2–3 weeks at a time. When needed, travel may be project-based, with the Recruit Admin Manager accompanying team members on trips.
- Create and submit travel expense reports and payment requests for trainees, vendors, and hotels.
- Submit monthly progress reports on assigned initiatives and operational tasks.
- Communicate business information accurately and effectively with cross-functional departments.
Additional Desired Skills & Competencies
- Excellent communication and interpersonal skills with stores, candidates, hiring managers, and team members.
- Commitment to providing a positive candidate experience throughout the hiring process.
- Ability to manage multiple priorities, deadlines, and urgent requests simultaneously.
- So