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Key Responsibilities and Required Skills for a Recruiter Coordinator

💰 $45,000 - $65,000

Human ResourcesTalent AcquisitionAdministration

🎯 Role Definition

The Recruiter Coordinator is the organizational powerhouse and a central pillar of the Talent Acquisition team. This individual serves as the master of logistics, the primary ambassador for the candidate experience, and a key partner to recruiters and hiring managers. By flawlessly managing the intricate details of the hiring process, the Recruiter Coordinator ensures a seamless, efficient, and positive journey for every candidate, from initial contact to their first day. This role is fundamentally about creating order from chaos, building relationships, and directly contributing to the company's ability to attract and hire top talent.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • HR Assistant or HR Intern
  • Customer Service Representative with strong organizational skills

Advancement To:

  • Talent Sourcer
  • Recruiter or Associate Recruiter
  • Talent Acquisition Specialist or HR Generalist

Lateral Moves:

  • HR Operations Specialist
  • Onboarding Specialist or People Experience Coordinator
  • Employer Branding Coordinator

Core Responsibilities

Primary Functions

  • Act as the primary point of contact for candidates throughout the entire interview lifecycle, providing timely updates, answering logistical questions, and ensuring a world-class, white-glove candidate experience.
  • Expertly manage and coordinate complex interview schedules across multiple departments and time zones, juggling the calendars of busy hiring managers, interview panels, and candidates.
  • Meticulously maintain and update the Applicant Tracking System (ATS), such as Greenhouse, Lever, or Workday, ensuring all candidate information, interview stages, and feedback are accurate and current.
  • Prepare, send, and track offer letters, employment agreements, and other new hire documentation, ensuring 100% accuracy and compliance with internal policies.
  • Initiate and monitor pre-employment screening processes, including background checks and reference checks, communicating status updates to recruiters and candidates.
  • Book and coordinate all candidate travel and accommodation for on-site interviews, managing reimbursements and ensuring a smooth travel experience.
  • Greet candidates for on-site or virtual interviews, ensuring they are comfortable and connected with their interviewers on time, setting a positive tone for the interaction.
  • Collaborate closely with recruiters to understand role priorities and pipeline status, proactively identifying potential scheduling bottlenecks and proposing solutions.
  • Post and manage job descriptions on various career sites, job boards, and social media platforms, ensuring consistent branding and messaging.
  • Compile and prepare interview packets and materials for the hiring team, ensuring they have all the necessary information to conduct effective interviews.
  • Facilitate the collection of interview feedback from the hiring team, sending reminders and following up as needed to keep the hiring process moving forward.
  • Manage the administrative aspects of employee referrals, ensuring they are tracked correctly and that referring employees are kept informed.
  • Assist in the seamless transition of a candidate to a new hire by collaborating with HR and Onboarding teams, ensuring all required information is ready for their first day.
  • Communicate with external recruiting agencies to schedule interviews and provide updates on candidates they have submitted.
  • Serve as a subject matter expert on the recruitment process, confidently guiding hiring managers and new team members on scheduling best practices and ATS usage.

Secondary Functions

  • Support the planning and execution of recruiting events, including career fairs, university recruiting initiatives, and virtual hiring mixers.
  • Assist in sourcing passive candidates for entry-level or high-volume roles using tools like LinkedIn Recruiter and other sourcing platforms.
  • Generate and pull basic recruitment activity reports from the ATS to help the team track key metrics like time-to-fill and source of hire.
  • Process and track invoices and expenses related to recruitment vendors, candidate travel, and other hiring-related costs.
  • Contribute to various talent acquisition projects, such as improving interviewer training materials, refining candidate communication templates, or enhancing employer branding content.
  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

  • ATS Proficiency: Hands-on experience with Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, iCIMS) for scheduling, tracking, and reporting.
  • Calendar Management: Mastery of complex scheduling using Outlook Calendar or Google Calendar, including navigating multiple time zones and executive-level availability.
  • MS Office / Google Suite: High proficiency in Word/Docs for offer letters, Excel/Sheets for tracking data, and PowerPoint/Slides for presentations.
  • Communication Platforms: Familiarity with professional communication tools such as Slack, Microsoft Teams, and video conferencing software (Zoom, Google Meet).
  • Basic Sourcing Tools: Exposure to or willingness to learn basic functionality of LinkedIn Recruiter and other job boards for candidate identification.
  • Data Integrity Management: A keen eye for detail and process for maintaining accurate and clean data within HR systems.

Soft Skills

  • Exceptional Organization & Time Management: The ability to juggle numerous competing priorities, candidates, and schedules simultaneously without letting details slip.
  • Impeccable Attention to Detail: A meticulous approach to scheduling, data entry, and written communication to prevent errors and ensure a professional process.
  • Proactive Problem-Solving: The foresight to anticipate scheduling conflicts and logistical issues, and the initiative to resolve them independently.
  • Superior Communication Skills: Clear, concise, and empathetic communication (both written and verbal) tailored to candidates, recruiters, and senior leaders.
  • Customer Service Mindset: A genuine passion for creating a positive and memorable experience for every candidate, treating them as valued customers.
  • Adaptability & Composure: The ability to thrive in a fast-paced, ever-changing environment and maintain a calm and professional demeanor under pressure.
  • Discretion & Confidentiality: A strong sense of integrity and the ability to handle sensitive candidate and company information with the utmost confidentiality.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent.

Preferred Education:

  • Bachelor's Degree from an accredited university.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range: 1-3 years of experience in a coordination, administrative, or customer-facing role.

Preferred: At least 1 year of experience specifically within a recruiting or HR department, demonstrating familiarity with the hiring lifecycle.

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