Key Responsibilities and Required Skills for Employment Coordinator

🎯 Role Definition

This role requires a dynamic and highly organized Employment Coordinator to become the backbone of our recruiting operations. In this pivotal role, you will be the central point of contact for candidates and internal hiring teams, managing the intricate logistics of the recruitment process. You will be responsible for everything from posting jobs and screening applicants to scheduling interviews and onboarding new hires. Your mission is to ensure every candidate has an exceptional experience, reflecting our company's brand and values, while providing seamless support to our Talent Acquisition partners. This position is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and possesses a passion for connecting people with great career opportunities.

📈 Career Progression

Typical Career Path

Entry Point From:

HR Assistant / Coordinator
Recruiting Assistant
Administrative Coordinator / Executive Assistant

Advancement To:

Talent Acquisition Specialist / Recruiter
HR Generalist
Onboarding Specialist

Lateral Moves:

HR Coordinator (Benefits, Payroll)
People Operations Coordinator

Core Responsibilities

Primary Functions

Full-Cycle Coordination: Oversee and manage the end-to-end recruitment logistics for assigned positions, ensuring a seamless, efficient, and positive experience for both candidates and hiring managers.
Interview Scheduling: Masterfully coordinate and manage complex interview schedules across multiple departments and time zones, acting as the primary liaison between candidates, recruiters, and hiring panels.
Candidate Communication: Serve as the main point of contact for candidates throughout the entire hiring journey, providing timely status updates, answering inquiries, and ensuring a world-class candidate experience.
ATS Management: Maintain impeccable data integrity within the Applicant Tracking System (ATS), accurately tracking candidate progress from application to hire, and ensuring all recruitment activities are meticulously logged.
Job Posting Management: Craft, refine, and post compelling job advertisements on various internal and external platforms, including the company career site, LinkedIn, industry-specific job boards, and university portals.
Application Screening: Conduct initial resume and application screenings to identify and shortlist qualified candidates whose skills and experience align with the core requirements of the role.
Offer Letter & Pre-Employment: Draft, extend, and manage employment offer letters and new hire packets, ensuring accuracy and completeness of all required documentation.
Background Checks: Initiate and monitor pre-employment screening processes, including background checks and reference checks, ensuring full compliance with company policies and legal regulations.
Onboarding Facilitation: Drive the new hire onboarding process by collecting and processing essential paperwork (I-9, W-4, etc.), coordinating orientation sessions, and ensuring a smooth and welcoming transition for all new employees.
Reporting & Analytics: Generate and prepare regular and ad-hoc recruitment reports on key metrics such as time-to-fill, source-of-hire, and candidate pipeline health to support data-driven talent strategies.
Compliance Assurance: Ensure all recruitment and hiring practices are in strict compliance with federal, state, and local employment laws and regulations, including EEO and OFCCP guidelines.
Hiring Manager Support: Provide exceptional administrative and logistical support to the talent acquisition team and hiring managers, acting as a trusted partner and subject matter expert in the recruitment process.
Candidate Travel: Arrange and coordinate candidate travel, accommodations, and itineraries for in-person interviews, and manage the subsequent expense reimbursement process efficiently.
Confidentiality: Handle sensitive and confidential information related to candidates, compensation, and strategy with the utmost discretion and professionalism.

Secondary Functions

Sourcing Support: Proactively source passive candidates through various channels, including LinkedIn, professional networks, and online databases, to build a robust talent pipeline for critical roles.
Recruitment Event Coordination: Assist in the planning, coordination, and execution of recruitment events, such as career fairs, university info sessions, and virtual hiring events, to promote the employer brand.
Process Improvement: Continuously identify opportunities for process improvement within the talent acquisition function and contribute to projects aimed at enhancing recruitment efficiency and candidate experience.
Employee Referral Program: Support the administration of the employee referral program by tracking submissions, communicating with participants, and ensuring timely payout of referral bonuses.
Job Description Collaboration: Partner with recruiters and hiring managers to help develop and refine accurate, inclusive, and compelling job descriptions that effectively attract diverse talent.
Vendor Communication: Act as a point of contact for external recruitment agencies or vendors, assisting with communications and administrative tracking.
I-9 & E-Verify: Manage the I-9 employment eligibility verification process, ensuring all documentation is completed accurately, timely, and stored in compliance with federal law.

Required Skills & Competencies

Hard Skills (Technical)

Applicant Tracking Systems (ATS): Proficiency in using ATS platforms such as Greenhouse, Lever, Workday, or similar systems for tracking candidates and managing workflows.
MS Office Suite: Advanced skills in Microsoft Office, particularly Outlook for complex calendar management, as well as Word and Excel for reporting and document creation.
HRIS Knowledge: Familiarity with Human Resource Information Systems (HRIS) for data entry and employee record management.
LinkedIn Recruiter: Experience using LinkedIn Recruiter and other sourcing tools to identify and engage passive candidates is a strong plus.
Employment Law Knowledge: Foundational understanding of employment laws and compliance requirements (e.g., EEO, ADA, OFCCP).
Reporting Skills: Ability to pull data and generate basic reports to track key recruitment metrics.

Soft Skills

Exceptional Organization & Time Management: Ability to flawlessly manage multiple priorities, tasks, and scheduling demands simultaneously in a fast-paced environment.
Meticulous Attention to Detail: A keen eye for detail to ensure accuracy in scheduling, communications, and documentation.
Superior Communication: Excellent verbal and written communication skills, with the ability to interact professionally and warmly with candidates, hiring managers, and executives.
Interpersonal Skills: A strong customer service orientation and the ability to build rapport and trust with a diverse range of individuals.
Problem-Solving: Proactive and resourceful, with the ability to anticipate needs, troubleshoot issues, and find effective solutions for logistical challenges.
Adaptability & Resilience: Thrives in a dynamic environment with shifting priorities and maintains a positive and calm demeanor under pressure.
Discretion and Confidentiality: Proven ability to handle sensitive information with the highest level of integrity and confidentiality.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent professional experience in a relevant field.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

Human Resources
Business Administration
Communications
Psychology

Experience Requirements

Typical Experience Range:

2-4 years of experience in a coordination or administrative role, preferably within a Human Resources, Recruiting, or Staffing environment.

Preferred:

Direct experience with high-volume interview scheduling across multiple time zones.
Proven experience managing candidate data and workflows in a modern Applicant Tracking System (ATS).
Experience in a fast-growth technology, startup, or corporate environment is highly desirable.