RECRUITMENT COORDINATOR (High-Volume Applicant Processing)

Job Description

Job Description

INTRODUCTION

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence, and integrity. “Quality In Everything We Do” is far more than our mantra — it is our standard.

Explore a career with A & Associates, one of the leading providers of temporary, temp-to-hire, permanent placement services, and security guard services.

POSITION SUMMARY

We are seeking an exceptionally organized, fast-paced Recruitment Coordinator / Pre-Employment Processing Specialist to support applicant processing for large-scale transit and transportation hiring. This role is the first and most critical step in the recruitment workflow and requires someone who thrives in very high-volume, detail-intensive environments .

This position is heavily focused on the pre-hire check process , including processing background checks, reviewing driving records, and coordinating DOT medical appointments . The coordinator will manage upwards of 30 applicants simultaneously , ensuring all compliance requirements are met accurately and on time.

Weekly transit training classes require approximately 90 confirmed candidates, which may involve processing up to 900 applicants to meet hiring goals. Attention to detail, organization, and the ability to manage complex workflows are essential to success in this role. A structured 6-week training program is provided.

Pay Rate: $25/hour

DUTIES AND RESPONSIBILITIES

Pre-Employment & Compliance Processing

• Manage the full pre-hire check process , including initiating and tracking background checks and motor vehicle records (MVRs).
• Review and interpret background reports, driving records, and DOT compliance documentation for accuracy and eligibility.
• Schedule and coordinate DOT physicals and medical appointments , ensuring completion within required timelines.
• Maintain strict compliance with transportation and DOT pre-employment requirements.

Applicant Processing & Offer Management

• Issue a minimum of 15 offer letters per day, ensuring accuracy in details and documentation.
• Track, follow up on, and secure returned offer letters and required pre-employment documents.
• Communicate clearly with applicants regarding next steps, deadlines, and compliance requirements.
• Ensure all pre-qualification steps are completed before candidates advance in the recruitment process.

High-Volume Pipeline Management

• Manage a large, ongoing applicant pipeline with urgency, accuracy, and exceptional attention to detail.
• Track and organize 30+ active applicants at various stages of the hiring process.
• Prioritize candidates efficiently to support weekly training class goals.

Administrative & Systems Management

• Maintain real-time, accurate updates in the Applicant Tracking System (ATS).
• Create, update, and manage Excel spreadsheets used for tracking applicant status, compliance, and class readiness.
• Stay highly organized using Outlook for email, calendar management, and follow-ups .
• Organize large volumes of digital files, reports, and communication logs with precision.
• Experience with Oracle products is a plus but not required.

Class Preparation & Coordination

• Assist in preparing rosters and documentation for weekly transit training classes.
• Confirm candidate readiness, attendance, and completion of all onboarding requirements.
• Communicate closely with recruiters and internal stakeholders to address gaps or delays.

Communication & Productivity

• Provide professional, responsive communication while managing high call and email volume.
• Deliver excellent candidate experience while maintaining productivity expectations.
• Remain focused, calm, and accurate in a fast-moving, deadline-driven environment.

MINIMUM QUALIFICATIONS

• Prior experience in pre-employment, onboarding, or compliance processing , preferably within the transportation or transit industry .
• Strong working knowledge of background checks, driving records (MVRs), and DOT physical requirements .
• Advanced proficiency in Excel and strong organizational skills using Outlook.
• Proven ability to manage high-volume workflows and multiple applicants simultaneously.
• Exceptional attention to detail and accuracy under pressure.
• Experience using ATS platforms; Oracle experience is a plus.
• Strong written and verbal communication skills.
• Ability to complete a 6-week training program and strictly follow standardized processes.

EEO STATEMENT

A & Associates, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.