Recruiting Coordinator

Job Summary

The Recruiting Coordinator provides vital support to the Human Resources department and plays a key role in the recruiting process, from scheduling interviews to onboarding new hires. This role ensures a positive candidate experience by maintaining clear and timely communication while coordinating seamlessly with recruiters, hiring managers and candidates.

Essential Duties

• Interview Coordination & Logistics
• Owns interview scheduling and logistics through Paycor Applicant Tracking System (ATS) and/or Outlook, including virtual (Teams), onsite, and panel interviews.
• Oversee and customize interview scheduling templates, ensuring inclusion of appropriate details such as resume, assessments, and facility PPE requirements.
• Manage interview logistics, including booking conference rooms, sending calendar invites, and confirming details with hiring managers and candidates.
• Support the interview process for out-of-town candidates, including travel and accommodations arrangements as needed.
• Greet and host candidates during onsite interviews, ensuring they are provided with appropriate PPE for tours upon request.
• Recruiting Support & Candidate Management
• Partners with the recruiters to support hiring needs across the organization for production, engineering, and office roles.
• Act as a liaison between candidates and management, providing clear, timely, and professional support.
• Manage NDA process for interviews and maintain records.
• Support the offer process, including preparing offer letters, tracking acceptances, and updating reports and recruitment partners.
• Aid in conducting new hire orientations and preparing new hire paperwork.
• Identify opportunities to improve scheduling, communication, and onboarding processes.
• Records, Reporting & Compliance
• Maintain accurate ATS/HRIS records, ensuring data integrity and confidentiality.
• Prepare and maintain recruitment reports using Excel.
• Ensure compliance with federal, state, and local employment laws and company policies.
• Metrics Standards (quantifiable impact)
• Maintain service-level targets for interview scheduling turnaround (e.g., within 24 hours of request) and onboarding completion before start date.
• Track and report weekly recruiting metrics (time-to-interview, time-to-offer, candidate feedback) in partnership with Recruiters.
• I-9 Management
• Maintain original I-9 documents in personnel files in alphabetical order.
• Create and maintain an I-9 tracker for audit and compliance purposes.
• Review I-9 documentation to ensure IDs have been properly validated and maintain a tracker for ongoing audit purposes.
• Career Development & Training
• Assist in creating and updating recruiting SOPs, templates, and forms to ensure consistency across the HR function.

Physical Presence Requirement

This is an onsite position based in Riverside, CA; regular, 5 days per week in-office presence is required to support interviews, onboarding, and HR operations.

Required Knowledge, Skills, and Abilities

• Strong understanding of human resources practices and principles.
• Familiarity with California labor laws, employment standards, and HR compliance requirements.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with HRIS systems is preferred.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• High attention to detail and accuracy in administrative work.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Effective communication skills—both written and verbal.
• Strong interpersonal skills; able to build rapport with employees at all levels.
• Adaptability and problem-solving skills in a fast-paced environment.
• Ability to work independently and as part of a team.

Qualifications & Experience

• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• An associate degree with relevant HR experience may be considered in lieu of a bachelor’s degree.
• Minimum 2 years of administrative, HR support, or front office experience required.
• Experience working in a manufacturing environment is a plus.
• Experience with Paycor or similar Applicant Tracking Systems (ATS) preferred.
• HR certification (PHR, SHRM-CP, or equivalent) is preferred but not required.