Recruiting Coordinator

This position will follow our hybrid work model; we expect the selected candidate to work 3 days a week at our Saint Petersburg, FL, corporate office.

The Recruiting Coordinator serves as a strategic Talent Acquisition operations partner, supporting various operational functions within Talent Acquisition including (but not limited to) interview scheduling or onboarding activities throughout the hiring lifecycle. This role is responsible for delivering a seamless candidate and new hire experience by coordinating complex interview logistics, managing onboarding processes, ensuring compliance with pre-employment requirements, maintaining data integrity, and partnering closely with Recruiters, Hiring Managers, and cross-functional stakeholders.

The Recruiting Coordinator proactively drives hiring outcomes by identifying and mitigating risks, resolving issues, ensuring adherence to service-level expectations, and continuously improving operational processes. Success in this role requires exceptional organizational skills, strong attention to detail, sound judgment, adaptability, and a commitment to delivering high-quality service in a fast-paced environment.

Key Responsibilities

Depending on business needs, team structure, and workload demands, the coordinator may spend a greater portion of their time supporting either interview scheduling or onboarding-specific functional areas while maintaining the flexibility to assist across all Recruiting Coordinator responsibilities as needed. Responsibilities include segments or a combination of the following:

Interview Scheduling & Coordination

• Coordinate and schedule phone, virtual, and onsite interviews across multiple business units, hiring teams, and geographic locations.

• Manage complex interview calendars involving Recruiters, Hiring Managers, interview panels, and executive stakeholders.

• Resolve scheduling conflicts and proactively identify solutions to minimize hiring delays.

• Ensure timely and accurate communication of interview details, logistics, and schedule changes to candidates and stakeholders.

• Facilitate interview preparation by providing schedules, interview guides, and candidate information.

• Monitor scheduling workflows and drive timely movement of candidates through the interview process.

• Identify scheduling bottlenecks and recommend process improvements to enhance efficiency and candidate experience.

Onboarding Administration & Pre-Employment Processes

• Coordinate and manage end-to-end onboarding activities from offer acceptance through start date.

• Facilitate a seamless, high-touch onboarding experience for all new hires.

• Ensure completion of required onboarding documents, pre-employment requirements, and onboarding milestones.

• Initiate, monitor, and track background checks, I-9 employment authorizations, onboarding tasks, and other pre-employment requirements.

• Communicate onboarding requirements, timelines, and expectations clearly to candidates and hiring managers.

• Proactively identify onboarding risks and work with stakeholders to prevent delays to start dates.

• Maintain accurate onboarding records and documentation within applicable systems.

• Ensure onboarding milestones are completed within established service-level expectations.

Candidate & Hiring Manager Experience

• Serve as the primary point of contact for candidates and hiring managers throughout the scheduling or onboarding process.

• Deliver a high-touch, responsive, and professional experience that reflects the organization's employer brand.

• Respond to inquiries with urgency, professionalism, and a candidate-focused approach.

• Support accommodation requests and special scheduling needs in accordance with company policies.

• Conduct proactive outreach and follow-up communications to ensure candidates and hiring managers remain informed and engaged.

Talent Acquisition Operations & Systems Management

• Maintain accurate candidate records within Workday and other applicable systems.

• Ensure interview stages, statuses, onboarding tasks, and activities are updated timely and accurately.

• Monitor recruiting and onboarding workflows to ensure data integrity and process compliance.

• Support reporting requirements and maintain accurate tracking documentation.

• Analyze operational trends and identify opportunities to improve workflow efficiency, consistency, and user experience.

Stakeholder Partnership & Communication

• Partner closely with Recruiters, Hiring Managers, HR partners, interview teams, and other stakeholders to support hiring goals and onboarding readiness.

• Serve as a trusted advisor by providing guidance on scheduling processes, onboarding requirements, and hiring timelines.

• Communicate onboarding and scheduling status updates to stakeholders as needed.

• Anticipate challenges and proactively engage stakeholders to develop timely solutions.

• Build and maintain strong partnerships across Talent Acquisition, HR, Global Mobility, Relocation, Compliance, and other business functions.

• Influence stakeholder responsiveness and accountability to support hiring timelines and service commitments.

Issue Resolution & Continuous Improvement

• Independently assess issues and determine appropriate resolution paths.

• Troubleshoot candidate, scheduling, and/or onboarding challenges while balancing customer experience, compliance requirements, and operational efficiency.

• Escalate complex issues appropriately and ensure timely resolution.

• Identify recurring process challenges and recommend sustainable solutions.

• Support implementation of best practices, standard operating procedures, and process improvements.

• Participate in special projects, change initiatives, and continuous improvement efforts.

Compliance & Risk Management

• Ensure adherence to company policies, employment laws, regulatory requirements, and Talent Acquisition procedures.

• Maintain confidentiality of sensitive candidate and employee information.

• Execute adverse action and compliance-related procedures in accordance with legal and organizational guidelines.

• Support audit readiness through accurate documentation, process adherence, and record retention practices.

• Identify potential compliance risks and escalate concerns appropriately.

Qualifications

Required

• Bachelor's degree or equivalent combination of education and experience.

• 3+ years of recruiting coordination, onboarding, talent acquisition operations, scheduling, administrative support, or related experience.

• Experience working with applicant tracking systems, preferably Workday Recruiting.

• Strong organizational skills with the ability to manage multiple competing priorities.

• Excellent written and verbal communication skills.

• Demonstrated attention to detail and commitment to data accuracy.

• Proficiency with Microsoft Outlook, Teams, Excel, and other Microsoft Office applications.

• Ability to work both independently and collaboratively while managing a high-volume workload.

Preferred

• Experience supporting high-volume recruiting environments.

• Experience coordinating interviews across multiple time zones.

• Knowledge of recruiting operations, onboarding, and pre-employment processes.

• Experience supporting background check administration and onboarding compliance requirements.

• Experience working within a shared service, recruiting operations, or center-of-excellence model.