by on Teruko Weinberg, Inc., job recruitment agency, is looking to fill the following Japanese Bilingual Recruiting Admin Manager for its client in CA – Gateway Cities:
Title: Recruiting Admin Manager
Type: Direct-Hire
FLSA: Exempt
Location: CA – Gateway Cities
Work Style: In-person 4 days – Fridays Work from home
Hours: Monday – Friday
Pay Range: $76960-$81120/year
Benefit: Medical / Dental / Vision
Job Description
- 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
- 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.
Job Requirements:
- 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.
- Social media and employer branding experience (LinkedIn, Instagram, TikTok, etc.).
- Ability to travel frequently for recruitment and store openings.
- Understanding of labor laws, compliance, and onboarding best practices.
- Knowledge of company culture and values to effectively convey them to candidates.
- Strong analytical and problem-solving skills to improve recruitment processes.
- Experience with recruiting metrics and KPI tracking (e.g., Time to Hire, Cost per Hire, Quality of Hire).
- Excellent negotiation skills for vendor and hotel rate management.
- Ability to coach and develop a recruitment team.
- Must have full proficiency in both English and Japanese language in speaking and reading
- Bachelor’s degree in Human Resources, Business
- Administration, or equivalent experience.
- Minimum 3–5 years of recruiting experience, with at least 2
- 3 years in a supervisory or management role.
- Proven experience in multi-location or retail/hospitality recruitment preferred.
- Exceptional written and oral communication skills, coupled with a professional demeanor
- Strong organizational, multitasking, and time management skills
- Strong analytical skills, problem-solving ability, and ability to implement process improvements.
- Proficiency in MS Office, Google Workspace, and Applicant Tracking Systems
