In-Take Administrative Manager| Active… at Loch Harbour… · San Diego

Description

Loch Harbour Group is seeking an In-Take Administrative Manager to support the Total Force Management Department by serving as a front-line intake, coordination, and administrative support resource for workforce-related activities. This position plays an important role in helping the department manage candidate information, resume tracking, communication flow, event cost coordination, and general administrative organization tied to recruiting, staffing, outreach, and workforce support functions.The person in this role will often be one of the first points of contact for candidates, internal staff, hiring stakeholders, and support personnel. As a result, the position requires strong professionalism, proper email and phone etiquette, responsiveness, attention to detail, and the ability to maintain accurate records in a fast-paced government support environment.This role is well-suited for someone who is highly organized, comfortable managing intake information, skilled in Microsoft Excel and Word, and able to keep candidate and event-related information accurate, current, and easy for leadership and team members to use.

Key Responsibilities

• Serve as a front-line intake and coordination resource for the Total Force Management Department.
• Support candidate intake by receiving, organizing, and tracking resumes and related candidate information.
• Maintain candidate tracking spreadsheets, including candidate names, contact information, resume receipt dates, status updates, assigned reviewers, follow-up actions, and notes.
• Coordinate professionally with candidates, internal team members, recruiters, hiring stakeholders, and department personnel.
• Use proper email, phone, and business communication etiquette when responding to inquiries and providing updates.
• Monitor incoming requests and ensure timely follow-up to keep workforce support activities moving forward.
• Track candidate movement through the review or coordination process and identify missing, incomplete, or outdated information.
• Use Microsoft Excel to maintain trackers, sort and filter candidate data, summarize information, and support basic reporting.
• Use Microsoft Word to format documents, prepare correspondence, update templates, and support resume or administrative documentation needs.
• Support recruiting, outreach, or workforce-related events by tracking estimated and actual costs, event details, attendee information, and related documentation.
• Assist with basic cost analysis for events, including organizing cost categories, comparing estimates to actuals, and flagging discrepancies.
• Maintain accurate records and ensure information is organized, consistent, and accessible to authorized team members.
• Provide administrative support for meetings, follow-ups, status updates, and workforce coordination activities.
• Help ensure the department has clean, timely, and reliable information to support staffing, recruiting, and workforce planning activities.
• Perform other administrative and coordination duties as assigned in support of Total Force Management operations.

Requirements

Education Requirements

Bachelor's level degree in Accounting, Finance, Economics or Business Administration.

Experience Requirements

• 3 years of professional experience

Required Qualifications

• Active Secret Security Clearance (required at time of hire)
• Ability to work onsite in San Diego, CA

 Required Qualifications

• Prior experience in an administrative, office coordination, recruiting support, staffing support, or program support role.
• Strong professional communication skills, including clear email writing, proper phone etiquette, and polished stakeholder interaction.
• Proficiency with Microsoft Excel, including data entry, formatting, sorting, filtering, basic formulas, and maintaining trackers.
• Proficiency with Microsoft Word, including document formatting, editing, and preparing professional correspondence.
• Experience maintaining spreadsheets, logs, trackers, candidate records, task lists, or similar administrative tools.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple requests, track follow-up actions, and respond in a timely manner.
• Strong organizational skills and ability to keep information current, complete, and easy to review.
• Ability to communicate professionally with candidates, government personnel, contractors, and internal stakeholders.
• Ability to work in a structured government or professional services environment where accuracy, responsiveness, and discretion are important.

Preferred Qualifications

• Experience supporting recruiting, staffing, onboarding, workforce management, human resources, or candidate coordination activities.
• Experience tracking resumes, applicant status, hiring documentation, or workforce support data.
• Experience supporting federal, Department of Defense, Navy, or government contractor environments.
• Experience supporting recruiting events, outreach events, hiring events, workforce planning meetings, or administrative event coordination.
• Experience tracking event costs, expense categories, estimates, actuals, or basic budget-related information.
• Familiarity with working in a team environment that supports government workforce, staffing, or personnel-related operations.

Required Skills

• Microsoft Excel
• Microsoft Word
• Candidate intake support
• Resume tracking
• Administrative coordination
• Email etiquette
• Phone etiquette
• Data entry and recordkeeping
• Cost tracking
• Event support
• Follow-up management
• Attention to detail
• Responsiveness
• Professional communication
• Time management
• Stakeholder coordination

Company Highlights:

At LHG, we offer our employees a full comprehensive and competitive benefits package. Our benefits package features:

• Competitive salaries
• Paid time off
• Health, dental and vision insurance
• Company paid short/long term disability
• Company paid Life and Accidental Death & Dismemberment insurance
• 401(k) (up to 5% matching)
• Flexible Spending Accounts (FSA)
• Other company perks

The Loch Harbour Group is an equal opportunity employer, all interested qualified applicants are encouraged to apply, D/M/V/F. LHG welcomes and encourages diversity in the workforce.