Recruiting Operations Coordinator

About the role: This role is the operational backbone of our recruiting team supporting four Bay Area offices (San Francisco, Walnut Creek, Redwood City, Monterey). You’ll own the front end of our pipeline - lead flow, postings, and sourcing platforms - so no candidate sits waiting and no Talent Acquisition Partner starts from zero. You’ll also own the systems, data, and processes that let our TA Partner’s focus on candidates. This isn’t a traditional admin seat - we’re building a modern recruiting operation that uses AI tools, activity analytics, and structured pipeline management, and you’ll be at the center of it. What you’ll own Sourcing Operations – 70% Own a lead engine responsible for 80+ initial interviews per month across the team - you control speed-to-lead, scheduling quality, and keep-rate process Manage, review and route inbound applicants and platform leads (LinkedIn, Indeed, NM.com, referrals, etc.) to the right TA Partner and office Work the phone daily – dial inbound leads to schedule initials and call candidates to confirm upcoming interviews Keep job postings live, current, and accurate across all platforms Track lead source performance so we know which channels actually convert Candidate Coordination – 10% Schedule interviews across four offices and multiple interviewers; keep candidates moving through the pipeline without drops Communicate with candidates throughout the selection process - timely, professional, warm Administer selection tools, candidate-facing materials and track completion Coordinate pre-contract onboarding steps and licensing logistics Coordinate contracted-candidate handoff to Training & Onboarding Recruiting Operations & Data – 10% Maintain candidate database integrity across the full funnel; ensure accurate, current records in our ATS and tracking systems Prepare weekly activity data and monthly reporting for leadership reviews Analyze funnel ratios to flag inefficiencies and surface trends for the Director of Talent Strategy Support AI-assisted activity analysis and data cross-checking processes Marketing & Event Support – 10% Format and maintain recruiting marketing materials - one-pagers, event collateral, candidate-facing decks - keeping them current and on-brand across all four offices Support the team’s LinkedIn presence: format posts, source photos, coordinate new-rep announcement logistics Own event logistics end-to-end - registration, materials, follow-up lists - for community and campus recruiting events Prepare materials for leadership meetings and team sessions What we’re looking for Administrative or operations experience required; recruiting ops a plus Experience with sourcing platforms (Indeed, LinkedIn) a plus Strong Microsoft (Outlook, Excel, Word, PowerPoint, etc.) skills and comfort learning new tools quickly - we actively use AI tools and expect curiosity here, not fear Comfortable on the phone – this role talks to candidates every day, not just over email Extreme attention to detail; you catch the double-booked interview before it happens Professional communication with everyone from candidates to Managing Partners #J-18808-Ljbffr Northwestern Mutual