Recruiting Admin Manager #11700

Teruko Weinberg, Inc., job recruitment agency, is looking to fill the following Japanese Bilingual Recruiting Admin Manager #11700 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