Recruiting Operations Specialist

Job Description

Job Description

The Recruiting Operations Specialist coordinates nationwide staffing activities for Class A commercial drivers, independent drivers and owner-operators, warehouse employees, and customer service personnel. This position keeps recruiting processes organized, responsive, and efficient—from job posting and applicant tracking through screening coordination and onboarding readiness.

Working closely with Human Resources, recruiters, safety teams, and operational leaders, the specialist maintains accurate records, monitors staffing progress, and helps ensure candidates receive timely communication. The role owns recruiting administration and workflow coordination; hiring decisions, compensation approvals, and driver qualification approvals remain with designated leaders.

Essential Responsibilities

Nationwide Staffing Coordination

· Partner with regional and location managers to identify staffing needs, hiring priorities, anticipated openings, and target start dates.

· Maintain a centralized staffing tracker covering open positions, candidate progress, outstanding requirements, and upcoming starts.

· Prepare and publish approved job postings for Class A drivers, warehouse employees, and customer service personnel.

· Coordinate approved opportunity postings and outreach for independent drivers and owner-operators.

· Monitor applicant flow across locations and flag shortages, delays, or other barriers to meeting staffing needs.

Candidate Screening and Communication

· Review applications for completeness and alignment with established position requirements.

· Conduct preliminary screening calls using approved questions to confirm experience, availability, location and interest.

· For driver opportunities, gather information regarding license class and relevant driving experience,

· Schedule interviews and maintain communication among candidates, recruiters, hiring managers, and operational teams.

· Provide timely updates, explain next steps, and follow up on missing information.

· Refer qualification questions and exceptions to Human Resources, safety, or the hiring manager.

Driver and Independent Driver Coordination

· Coordinate document collection and approved pre-engagement screening steps for Class A drivers, independent drivers, and owner-operators.

· Track the status of required license information, driving history reviews, qualification documents, and other applicable screening activities.

· Work with safety and compliance teams to resolve missing documentation and confirm readiness before a start date is finalized.

· Coordinate orientation scheduling and handoffs to operations.

· For independent drivers and owner-operators, track approved agreement and business documentation requirements separately from employee onboarding.

· Escalate questions about eligibility, driver qualification, or engagement status to the appropriate decision-maker.

Recruiting Systems and Process Management

· Maintain accurate and current records in the applicant tracking system and staffing trackers.

· Update candidate stages, interview outcomes, disposition reasons, and next actions.

· Maintain job posting templates, screening guides, communication templates, and process checklists.

· Monitor workflow delays and recommend practical improvements to reduce administrative burden and improve responsiveness.

· Support consistent recruiting practices across locations while accounting for different operational needs.

· Protect confidential candidate information and follow company access and recordkeeping procedures.

Offer and Onboarding Support

· Coordinate background screening and other approved pre-employment activities with designated providers and internal teams.

· Track completion of onboarding requirements and communicate outstanding items.

· Confirm start-date readiness with Human Resources, safety, and operations.

· Ensure a complete handoff so new employees and independent drivers receive clear instructions and appropriate support.

Reporting and Staffing Performance

· Prepare regular reports on open positions, applicant volume, screening and interview activity, pending requirements, and confirmed starts.

· Track time spent in each recruiting stage and identify recurring bottlenecks.

· Monitor job posting and referral source results.

· Highlight locations requiring additional staffing support.

· Provide accurate information to support staffing decisions and workforce planning.

Required Qualifications

· High school diploma or equivalent.

· At least t wo years of experience in recruiting coordination, staffing administration or recruiting operations,

· Experience coordinating multiple openings, locations, or hiring managers.

· Strong organizational skills and attention to detail.

· Clear written and verbal communication skills.

· Proficiency with applicant tracking systems, Microsoft Office, and spreadsheet reporting.

· Ability to handle confidential information with discretion.

· Ability to manage competing priorities and follow through on outstanding items.

Preferred Qualifications

· Experience in transportation, logistics, warehousing, or a nationwide staffing environment.

· Familiarity with Class A driver staffing and driver qualification workflows.

· Experience supporting independent drivers or owner-operators.

· Experience coordinating high-volume hiring for hourly employees.

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Key Competencies

· Process ownership and follow-through

· Candidate service and responsiveness

· Accuracy and documentation

· Cross-functional collaboration

· Problem-solving and prioritization

· Reporting and continuous improvement

Measures of Success

· Accurate and current recruiting records.

· Timely candidate communication and interview scheduling.

· Complete documentation and smooth onboarding handoffs.

· Prompt identification and escalation of staffing delays.

· Consistent execution of recruiting processes across locations.

· Reliable reporting that helps leaders address nationwide staffing needs.

Work Environment

· This position supports locations nationwide and may require occasional schedule flexibility across time zones.

· In Office daily- no remote work

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This company is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics

Work Location: In person