Torchora
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Key Responsibilities and Required Skills for Recruiting Coordinator

💰 $55,000 - $75,000

Human ResourcesTalent AcquisitionRecruitingAdministration

🎯 Role Definition

Welcome to the pivotal role of Recruiting Coordinator! As the central hub of our talent acquisition efforts, you are the ultimate facilitator and a key driver of our candidate experience. You will be the organizational mastermind behind the scenes, managing complex scheduling, communicating with candidates and hiring managers, and ensuring our recruiting process runs like a well-oiled machine. This position is not just administrative; it's a strategic partnership with recruiters and business leaders to attract and hire the best talent. You are the face and voice of our company to candidates, making your role crucial in building our employer brand from the very first touchpoint.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • HR Assistant or Intern
  • Executive Assistant
  • Customer Service Representative with a passion for people operations

Advancement To:

  • Talent Sourcer
  • Recruiter / Talent Acquisition Partner
  • HR Generalist
  • Recruiting Operations Specialist

Lateral Moves:

  • People Operations Coordinator
  • Onboarding Specialist
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Orchestrate and manage complex interview schedules across multiple departments and time zones, ensuring a seamless and timely process for candidates and interviewers.
  • Serve as the primary point of contact for candidates throughout their interview journey, providing clear communication, logistical information, and answering questions to ensure a world-class candidate experience.
  • Masterfully navigate and maintain our Applicant Tracking System (ATS), such as Greenhouse, Lever, or Workday, ensuring high data integrity and accuracy for all candidate records.
  • Coordinate all interview logistics, including sending calendar invitations, booking conference rooms or setting up video conferences, and distributing interview materials to the hiring team.
  • Facilitate the pre- and post-interview feedback process, diligently following up with interviewers to ensure timely submission of their evaluations and insights.
  • Partner closely with recruiters and hiring managers to understand role requirements and scheduling priorities, acting as a strategic advisor on process efficiency.
  • Manage and track candidate progression through the hiring pipeline, providing regular status updates to the recruiting team and identifying potential bottlenecks.
  • Prepare and extend offer letters and other employment-related documentation, ensuring accuracy and compliance with internal policies.
  • Arrange and manage all aspects of candidate travel and accommodations for on-site interviews, including flights, hotels, and expense reimbursements.
  • Champion diversity and inclusion initiatives within the hiring process, ensuring every candidate receives a fair and equitable experience.
  • Greet and host candidates during on-site interviews, creating a warm, welcoming, and professional environment that reflects our company culture.
  • Act as a subject matter expert on our recruiting processes and tools, providing guidance and training to new hiring managers or interviewers.
  • Handle last-minute scheduling changes and cancellations with grace and efficiency, quickly finding solutions to keep the hiring process moving forward.
  • Support the creation and posting of compelling job descriptions across various career sites and job boards to attract a diverse pool of applicants.
  • Initiate and monitor background checks and other pre-employment screening processes for potential new hires.
  • Maintain meticulous records of recruiting metrics, such as time-to-fill and candidate pipeline data, to support reporting and process improvement.
  • Build and maintain strong, collaborative relationships with hiring managers, executive assistants, and interview teams across the organization.
  • Assist in the coordination and execution of recruiting events, such as career fairs, university recruiting initiatives, and tech meetups.
  • Proactively identify opportunities to improve the recruiting process and candidate experience, suggesting and helping to implement innovative solutions.
  • Manage confidential and sensitive information with the utmost discretion and professionalism.
  • Support the onboarding process by ensuring a smooth handoff of new hire information to the People Operations and IT teams.

Secondary Functions

  • Assist with the planning and logistics of employer branding initiatives and internal referral programs.
  • Support the recruiting team with ad-hoc projects, such as market research, talent mapping, and competitive analysis.
  • Help manage the company's presence on employer review sites like Glassdoor and career-focused social media like LinkedIn.
  • Process and track recruiting-related invoices and expenses, ensuring timely payment and budget alignment.

Required Skills & Competencies

Hard Skills (Technical)

  • ATS Proficiency: Hands-on experience with Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, iCIMS).
  • Calendar Management: Expertise in managing complex scheduling via Google Calendar or Microsoft Outlook.
  • Productivity Suites: High proficiency with G-Suite (Gmail, Docs, Sheets) or Microsoft Office Suite (Word, Excel).
  • Communication Tools: Familiarity with internal communication platforms like Slack or Microsoft Teams.
  • Basic Data Reporting: Ability to pull and organize basic reports from an ATS or spreadsheets to track recruiting activity.

Soft Skills

  • Exceptional Organization: The ability to juggle multiple priorities, schedules, and tasks simultaneously without letting anything fall through the cracks.
  • Impeccable Attention to Detail: A keen eye for accuracy in scheduling, communications, and data entry is non-negotiable.
  • Proactive Communication: Excellent written and verbal communication skills, with the ability to be clear, concise, and professional with candidates and internal stakeholders.
  • Problem-Solving Mindset: The capacity to think on your feet, anticipate challenges, and proactively find solutions to scheduling conflicts or process gaps.
  • Time Management & Urgency: A strong sense of urgency and the ability to manage time effectively in a fast-paced, dynamic environment.
  • Interpersonal Skills & Empathy: A genuine passion for creating a positive experience for others and the ability to build rapport quickly.
  • Discretion & Confidentiality: Proven ability to handle sensitive candidate and company information with the highest level of integrity.
  • Adaptability & Resilience: Thrives in an environment of constant change and can handle ambiguity and last-minute requests with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent practical experience in a related field.

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 professional experience in a coordination or administrative capacity, such as a recruiting, HR, or administrative assistant role.

Preferred:

  • At least 1 year of experience specifically within a talent acquisition or recruiting team.
  • Experience working in a high-volume, fast-paced tech, startup, or corporate environment.
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