Agency Assistant

Full Circle Recruiting, LLC is seeking a highly organized, dependable, and proactive Agency Assistant to support the day-to-day operations of our recruiting and staffing business. This position will work closely with recruiters and management to keep candidates, clients, job orders, schedules, documentation, and administrative tasks organized and moving efficiently.

The ideal candidate is a strong communicator who can multitask, prioritize competing deadlines, maintain confidentiality, and work independently in a fast-paced recruiting environment.
Recruiting Support

  *  Assist recruiters with candidate sourcing, screening, and follow-up.
  *  Post and maintain job advertisements across recruiting platforms.
  *  Review resumes and applications for basic qualifications.
  *  Contact candidates regarding job opportunities, interviews, availability, and required documentation.
  *  Schedule candidate interviews and coordinate calendars between candidates, recruiters, and clients.
  *  Maintain accurate candidate records and update applicant information.
  *  Conduct candidate follow-ups and help maintain an active candidate pipeline.
  *  Assist with reference checks, background-check coordination, credential verification, and onboarding paperwork as needed.

Client & Job Order Support

  *  Assist with entering and maintaining client job orders.
  *  Track open positions and candidate submissions.
  *  Prepare candidate information and submission packages for clients.
  *  Communicate professionally with clients regarding scheduling, documentation, and candidate status.
  *  Maintain organized records of client contacts, job requirements, and recruiting activity.
  *  Assist with follow-up communications to prospective and existing clients.

Administrative & Office Support

  *  Manage emails, phone calls, calendars, and general correspondence.
  *  Maintain electronic files and recruiting records.
  *  Prepare reports, spreadsheets, presentations, and other business documents.
  *  Track deadlines, interviews, candidate statuses, and onboarding requirements.
  *  Assist with invoicing, timesheet collection, payroll-related documentation, and other administrative functions as needed.
  *  Maintain confidentiality of candidate, employee, and client information.
  *  Assist with general office organization and day-to-day agency operations.

Business Development Support

  *  Research prospective clients and potential business opportunities.
  *  Assist with maintaining prospect lists and CRM records.
  *  Help prepare outreach materials, proposals, capability statements, and presentations.
  *  Support email and LinkedIn outreach campaigns.
  *  Track leads, follow-ups, meetings, and business-development activity.

Qualifications

  *  High school diploma or equivalent required; associate or bachelor's degree preferred.
  *  1–3 years of administrative, recruiting, staffing, customer service, or office experience preferred.
  *  Excellent written and verbal communication skills.
  *  Strong organizational and time-management abilities.
  *  Ability to manage multiple priorities and meet deadlines.
  *  Professional phone and email etiquette.
  *  Strong attention to detail and accuracy.
  *  Comfortable working with Microsoft Office/Google Workspace, spreadsheets, email, and online systems.
  *  Ability to learn applicant tracking systems (ATS), CRM platforms, job boards, and recruiting software.
  *  Ability to handle confidential information professionally.
  *  Self-motivated and comfortable working independently.

Preferred Skills

  *  Recruiting or staffing agency experience.
  *  Experience with an ATS or CRM.
  *  LinkedIn recruiting or sourcing experience.
  *  Experience with job boards such as Indeed, ZipRecruiter, or similar platforms.
  *  Familiarity with healthcare, engineering, IT, manufacturing, or professional staffing.
  *  Experience with business development or lead generation.
  *  Strong Excel/Google Sheets skills.

Ideal Candidate

  *  Highly organized and naturally keeps things on track.
  *  Proactive rather than waiting to be told what needs to be done.
  *  Detail-oriented and able to catch errors before they become problems.
  *  Professional and personable when communicating with candidates and clients.
  *  Tech-savvy and comfortable learning new software quickly.
  *  Resourceful and able to find solutions independently.
  *  Reliable and accountable with strong follow-through.
  *  Comfortable working in a small-business environment where priorities can change quickly.

Performance Expectations
  *  Keep recruiting and administrative processes organized.
  *  Respond to candidates and clients promptly and professionally.
  *  Maintain accurate candidate and client records.
  *  Keep recruiters informed of important updates and deadlines.
  *  Ensure follow-ups and scheduled activities are completed.
  *  Support recruiters in moving candidates efficiently through the hiring process.
  *  Contribute to a professional and positive candidate/client experience.