Recruiting Coordinator

About the role

We're looking for an organized, detail-driven Recruiting Coordinator to support our resource management department. This role owns the full onboarding process, job postings and advertising budgets, and timesheet processing acting as the go-to subject matter expert across all of it. You'll be the driving force behind a smooth, professional experience for hiring managers, candidates, and new hires alike, while constantly looking for ways to make the process better.

Responsibilities

• Talent Acquisition & Onboarding
  • Support the recruiting team in finding, hiring, retaining, and offboarding talent across diverse roles
  • Own the entire onboarding process: create offer letters, prepare paperwork, schedule drug screens and background checks, and coordinate required training
  • Create and distribute LMS trainings to contingent employees, ensuring completion before their contract start date
  • Identify and implement process improvements to enhance the candidate experience and operational efficiency
  • Maintain clear, proactive communication with candidates, using sound judgment to resolve onboarding-related questions and challenges
• Contractor & Timesheet Management
  • Maintain an up-to-date roster of contractors and contingent staff, including confidential data such as customer name, project ID, bill rate, pay rate, weekly hours, revenue, and gross profit
  • Submit contractor and contingent staff hours to clients weekly, partnering with account management, recruiters, and clients to resolve discrepancies and secure timely approvals for invoicing
• Recruitment Marketing & Vendor Management
  • Post jobs across talent marketplaces, job boards, and professional networks, managing the associated budget and recommending cost-saving opportunities
  • Leverage social media and digital advertising to maximize visibility and attract qualified candidates
  • Write concise, engaging job descriptions that attract top talent
  • Manage vendor relationships (job boards, certification providers, background screening companies), including contract negotiation and ensuring services align with business needs and budget
• Reporting, Systems & Process Ownership
  • Collect, analyze, and report recruiting metrics daily, weekly, and monthly, using insights to inform strategic decisions
  • Use NetSuite, Ceipal ATS, and Microsoft Office (including Teams) to manage candidate recruiting, onboarding, and contractor activities
  • Take full ownership of the employee referral program: develop strategies, drive participation, and manage all related logistics
  • Lead initiatives to improve the ATS, streamline processes, and enhance the candidate experience
  • Manage a broad range of administrative tasks with autonomy, supporting the Sr. Manager of Recruiting and the wider team as needed

Requirements

• Associate's degree in Business or a related field, or equivalent experience
• 2+ years of experience in a fast-paced, high-volume environment handling confidential information
• 2+ years of office administration experience
• Advanced knowledge of Microsoft Office, especially Outlook, Excel, and Teams
• Working knowledge of recruiting processes, applicant tracking systems, and HR compliance
• Familiarity with job boards, talent marketplaces, and social media (Indeed, LinkedIn, Dice, Instagram, etc.)

Preferred Skills & Experience

• Prior experience with NetSuite
• 2+ years of administrative experience at a staffing firm
• Advanced expertise with job boards, talent marketplaces, and social media recruiting
• Strong knowledge of recruiting processes, ATS platforms, and HR compliance
• Natural curiosity and ability to quickly learn new technology and digital tools
• Ability to work independently with minimal supervision
• Excellent interpersonal and communication skills
• Strong time management and organizational skills, with the ability to consistently meet deadlines
• A problem-solving mindset, with the initiative to identify and implement improvements

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance