Talent Acquisition Coordinator

Talent Acquisition Coordinator

Recruiting Coordination & People Administration

Peak Financial Planning | Job Specification

A strong hiring process depends on the details: candidates hear back, interviews happen on time, records are accurate, and every next step has an owner. At Peak, this role keeps those details moving.

Coordinate recruiting from approved posting through onboarding handoff, manage inbound hiring inquiries, and coordinate employee offboarding: application review, candidate follow-up, scheduling, system upkeep, sourcing support, and administrative checklists.

Who we are

Peak Financial Planning is a growing, fully remote, fee-only financial planning firm helping people approaching retirement make confident decisions about their money and their next chapter. We bring retirement income, taxes, and investments together around the life each client wants to live.

Our team is central to delivering that experience. We care about hiring people who take pride in their work, support one another, and make the whole team stronger. As we grow, we want to preserve that care in how we hire, welcome, and support every team member.

Our values - Radical Effort, Decisive Courage, and Relentless Candor - shape how we work: following through on commitments, taking initiative when something needs attention, and communicating honestly and directly.

As our first dedicated recruiting and people-operations hire, you’ll work directly with leadership to help build the processes that support our team’s success.

You will report to the Head of Operations and work closely with hiring managers and leadership.

What makes what we do rare from the start

• You will own the day-to-day coordination that makes a growing firm’s hiring process reliable.
• You will work directly with hiring managers to collect approved role requirements, organize interview logistics, and follow up on outstanding decisions.
• Recruiting administration is central to the role: you will keep candidates, calendars, documents, and pipeline stages moving from approved intake through hiring handoff.
• You will improve checklists, templates, and tracking routines as you spot practical ways to reduce errors and delays. As your capabilities and the business grow, there is potential to develop into a broader HR / People Operations role, with expanded responsibilities and compensation reviewed as the scope evolves.
• Your work will give candidates a professional experience and help new hires arrive prepared for their first day.

What you'll be doing

• Coordinate approved searches across departments, from posting preparation through accepted-offer and onboarding handoff.
• Collect approved job descriptions, screening criteria, interview materials, and owner information; flag missing decisions before a search moves forward.
• Support candidate sourcing through approved job boards, referrals, prospect research, and templated outreach; keep candidate lists and source records organized.
• Review applications against approved minimum requirements, arrange screens and interviews where used, collect reviewer feedback, and chase overdue next steps. Escalate borderline decisions to the hiring manager.
• Manage inbound hiring outreach: respond to candidate inquiries and expressions of interest, acknowledge referrals, capture details in Breezy, and route candidates to the appropriate search or talent pool. Give candidates clear expectations and timely communication, including updates within two business days after a hiring decision.
• Coordinate onboarding paperwork, welcome communications, Day 1 readiness checklists, and scheduled 30/60/90-day check-ins using manager-approved plans.
• Manage the administrative offboarding process using leadership‑approved plans: coordinate paperwork, equipment returns, access‑removal requests, and payroll/benefits handoffs with the responsible owners; track deadlines and confirm completion. Maintain recruiting, onboarding, and offboarding checklists and records. Leadership retains termination decisions and sensitive employee conversations.
• Schedule hiring‑manager discussions and follow up on required feedback; refer coaching, performance, or employee‑relations questions to Amrit.
• Review the pipeline for stalled candidates and missing feedback, identify the next owner and action, and follow through until resolved or escalated.
• Answer routine candidate and new‑hire logistics questions using approved information; route policy, pay, and sensitive employee questions to the appropriate owner.
• Protect candidate and employee information. Escalate sensitive concerns promptly without conducting workplace investigations or offering independent employment‑law advice.
• Prepare offer and onboarding information from approved terms, check completeness, and coordinate signature and handoff steps. Leadership retains hiring, compensation, and policy decisions.
• Keep Breezy records current, track hiring handoffs in HubSpot, organize Google Drive documents, and coordinate authorized Gusto updates. Report weekly on active candidates, stage aging, upcoming interviews, and blocked next steps. Responsibilities may also include general internal administrative activities and support for day‑to‑day business operations, as needed.

Who this is for

You are a sharp, highly organized recruiting and people-operations professional who takes pride in quality, clarity, and the experience people have working with you. You want ownership of a hiring process where candidates receive thoughtful communication, managers have what they need to make decisions, and commitments are followed through. You're excited to be Peak’s first dedicated recruiting and people-operations hire, working closely with leadership to build clear processes as the team grows. You're comfortable bringing structure where it’s still developing and knowing when to take initiative or ask for guidance.

You enjoy operating in a fast‑moving environment and taking ownership from day one. You are comfortable adapting as priorities change, taking responsibility for your commitments, and seeing work through to completion. You spot stalled next steps, follow up without waiting to be asked, and improve the systems behind the work. With hands‑on Gusto and multi‑state hiring experience, you bring the same care to employee onboarding and internal administration that you bring to candidates. You want to help Peak build a high‑performing team and earn broader responsibility as you grow.

This individual‑contributor role owns recruiting coordination and administration. HR strategy, manager coaching, performance management, investigations, compensation design, and employment‑law advice stay with leadership or designated experts.

Requirements

• 3+ years of hands‑on recruiting coordination, talent acquisition administration, or substantial administrative hiring support experience.
• Demonstrated ability to coordinate several candidates or schedules at once while maintaining accurate records and timely communication.
• Experience following documented screening criteria, collecting feedback, and escalating decisions outside your authority.
• Comfort supporting candidate research, job‑board administration, referrals, or approved outreach; independent full‑cycle sourcing ownership is not required.
• Ability to manage onboarding and offboarding paperwork, checklists, confidential records, and cross‑team handoffs. Prior employee‑lifespan administration experience is preferred; broader HR advisory ownership is not required.
• Proficiency with Gusto and hands‑on experience hiring and onboarding employees across multiple U.S. states are required. Understand the HR and legal requirements that vary by state, with experience managing state registrations and filings, workers’ compensation coverage, and state unemployment insurance requirements. Handle candidate and employee information confidentially, follow approved procedures.
• Experience with an ATS or comparable tracker, shared calendars, documents, and spreadsheets. Experience with Breezy, HubSpot, and Google Workspace is preferred.
• Evidence of organized scheduling, clear written follow‑up, accurate data entry, and dependable checklist completion.
• Strong project management, direct communication, discretion, and organizational discipline in a fast‑moving environment.
• Experience in a fast paced, distributed organization is preferred.
• Relevant practical experience is valued; a degree or HR certification is not required.
• May be required to also complete internal administrative tasks relating to employees.

Compensation and logistics

• Existing terms: $65,000-$85,000 annual base salary plus performance‑based bonus.
• Full‑time, nonexempt, fully remote role within the United States
• Benefits include an employer health‑insurance contribution and 401(k) match, subject to firm plan terms.
• Occasional travel for in‑person team meetings may be required.
• Reports to Head of Operations. Must be willing to work Eastern Time hours. Exact working hours and required overlap will be confirmed during the hiring process.

Tools you’ll use

• Breezy HR for requisitions, candidate pipelines, video questionnaires, interview scorecards, and candidate communication
• Gusto for offers, onboarding, employee records, and payroll handoffs
• Google Drive and Google Workspace for hiring documents, onboarding checklists, calendars, and team collaboration; Slack and Zoom for communication
• HubSpot for hiring‑project tracking, tasks, workflow handoffs, and reporting