Administrative Assistant

Tetra Tech; Town of Florida (NY); Remote; USD 38,000 - 58,000; Full time

Job summary

Tetra Tech, Inc. is seeking Administrative Assistants to support our Talent Acquisition team. The role is fully remote, with training and onboarding activities coordinated for newly hired staff across time zones.

Ideal candidates are organized, detail-oriented, and capable of juggling multiple onboarding tasks while maintaining accurate records in Google Dispatch and Smartsheet. Prior onboarding support is not required, but strong communication helps succeed in a fast-paced environment.

Qualifications

• Minimum of 1 year administrative or recruiting experience.
• Ability to manage multiple candidates, projects, and deadlines simultaneously.
• Strong verbal communication and interpersonal skills.
• Able to thrive in a fast-paced, performance-driven environment.
• Proficiency with multiple computer applications and quick learning.
• Remote work capability and quiet home office setup.

Responsibilities

• Coordinate daily training and dispatch activities for new hires.
• Verify MVR and I-9 statuses and monitor training completion.
• Update tracking systems and dispatch records across platforms.
• Maintain onboarding, training, and dispatch records accurately.
• Communicate status updates to HR, Recruiting, Training, and Operations.
• Develop and coordinate text-message campaigns for new-hire outreach.
• Assist with call logs for call center staff.

Skills

Administrative experience

Recruiting support

Communication skills

Multitasking

Remote work capability

MS Office

Tools

Smartsheet

TextUs

HireRight

ATS

Job description

Tetra Tech, Inc. specializes in supporting communities recovering from disasters, severe weather events, and other emergency situations. We are currently seeking Administrative Assistants to join our Talent Acquisition team. The position is 100% remote, including all applicable training.

Why Tetra Tech

At Tetra Tech, we are Leading with Science® to solve the world’s most complex challenges. Our industry-leading experts in engineering and consulting are committed to driving positive change in communities around the world. For over 50 years, we have been at the forefront of innovation and sustainability. Today, we stand as a market leader, offering solutions in water, environment, energy, disaster recovery, and international development. Our work has improved more than 625 million lives around the world.

Your Impact

Join Tetra Tech to make a real difference. Our work leverages cutting-edge technologies, advanced analytics, and the expertise of world-class scientists and engineers to create meaningful change around the world. Discover your full potential – join us to advance your career while leaving a lasting legacy.

Position Summary:

The Administrative Assistant coordinates daily training and dispatch activity for newly hired individuals. This position verifies MVR and I-9 statuses, monitors training completion, updates multiple tracking systems, processes dispatch information, and follows up on rescheduled and no-show employees. The role is responsible for maintaining timely, consistent, and accurate onboarding, training, and dispatch records.

This role is well suited for a highly organized, detail-oriented individual who communicates clearly, follows established processes, and is comfortable managing multiple priorities and computer systems in a fast-paced environment. The ideal candidate is proactive, dependable, and skilled at following up while maintaining accurate records. Previous onboarding support experience is not required.

Staffing needs can change quickly in response to disaster activity and project requirements. Successful candidates must be comfortable working in a fast-paced environment, shifting priorities as needed, and supporting periods of increased staffing activity.

Essential Job Functions

The following duties are considered essential to the role. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

Essential Job Functions

• Verify Motor Vehicle Record results through designated systems and accurately record each employee’s current status.
• Review and update employee I-9 and E-Verify statuses, including processing documentation received through designated administrative channels.
• Prioritize employees scheduled for same-day training and ensure their information is updated across all required trackers and systems.
• Monitor daily training attendance and completion, including employees who complete training, reschedule, or fail to attend.
• Follow up promptly with rescheduled and no-show employees and document all communication and status changes.
• Maintain accurate employee assignments, training statuses, and dispatch information in Google Dispatch, Smartsheet trackers, and related systems.
• Reconcile information across all trackers to ensure records remain consistent.
• Communicate status updates, discrepancies, and unresolved issues to Human Resources, Recruiting, Training, and Operations as appropriate.
• Assist with creating and maintaining call logs for call center staff.
• Develop and coordinate text-message campaigns for new-hire outreach, hiring-event communications, training follow-ups, and other business needs.
• Perform additional staffing and Talent Acquisition support duties as assigned based on project and operational needs.

Required Qualifications:

Minimum of 1 year of administrative experience, recruiting, human resources, customer service, or similar phone-based customer-facing environment. Alternative relevant experience may be considered in lieu of staffing support experience.

Demonstrated ability and comfort managing multiple candidates, projects, and deadlines simultaneously.

Strong verbal communication and interpersonal skills with the ability to build rapport, ask questions, and communicate professionally with a diverse range of individuals while assisting them in completing paperwork

Ability to thrive in a fast-paced, performance-driven environment while maintaining productivity, responsiveness, accuracy, and professionalism.

Ability to navigate multiple computer applications, accurately document information while on calls, and quickly learn new technology, software platforms, and project-specific systems.

Strong organizational, time-management, multitasking, and problem-solving skills with excellent attention to detail and the ability to adjust quickly to changing priorities.

Ability to work independently in a remote environment while remaining engaged, responsive, and collaborative with a fast-paced team.

Proficiency with Microsoft Office applications and access to a quiet, professional remote workspace suitable for conducting confidential, back-to-back calls without excessive background noise or interruptions.

Must be available to work extended schedules during periods of increased staffing activity, including 10 hours per day, up to 6 days per week, and weekends as required.

Preferred Qualifications

Previous experience working in high-volume staffing, recruiting support, onboarding, or temporary staffing environments.

Previous experience supporting disaster response, emergency staffing, or other rapidly changing workforce environments.

Experience using an Applicant Tracking System (ATS).

Experience with software platforms such as Smartsheet, TextUs, and HireRight.

Ability to travel as needed to support in-person hiring and onboarding events, including travel with limited advance notice.

Physical Requirements

Ability to remain seated and work at a computer for extended periods while conducting phone-based staffing activities.

Ability to communicate verbally by telephone for extended periods throughout the workday.

Ability to work extended schedules of approximately