Recruiting Coordinator (On-Site)

Recruiting Coordinator (On-Site)

Our client, a Energy Services company, is looking for a Recruiting Coordinator for their Santa Clara, CA location.

Responsibilities:

• The Recruiting Coordinator (Scheduling) is a critical member of our HR Shared Services team, responsible for delivering seamless, accurate, and timely interview scheduling support.
• This role focuses exclusively on coordinating interview logisticsfrom managing calendars to preparing interview confirmationsensuring every candidate and hiring team receives a consistent, high quality experience.
• This position is ideal for someone who excels in organization, thrives on operational precision, and enjoys a fast paced, service oriented environment.
• Coordinate calendars across multiple time zones, departments, and levels of leadership.
• Send polished, accurate calendar invitations that include meeting links, instructions, agendas, and logistical details.
• Monitor and respond promptly to scheduling requests throughout the day.
• Support urgent changes, last minute reschedules, and interviewer substitutions with professionalism and speed.

Logistics & Candidate Support

• Reserve conference rooms and ensure day of readiness for onsite interviews.
• Provide clear directions, arrival instructions, and access information to candidates.
• Troubleshoot basic technical or access issues to ensure candidates have smooth experience.
• Maintain the highest level of confidentiality when handling candidate and employee data.

Systems & Documentation

• Maintain accurate scheduling notes and updates in the Internal System and Shared Services workflow trackers.
• Partner with recruiters and hiring teams to ensure alignment of interview timing, expectations, and needs.
• Track scheduling activity to ensure timely completion and service delivery consistency.

Requirements:

• 12 years of experience in high volume scheduling, administrative coordination, or calendar management.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication skills.
• Proficiency with Outlook, Teams or similar scheduling and meeting platforms.
• A customer focused mindset with the ability to handle sensitive or confidential information.
• Experience in HR, recruiting coordination, or a Shared Services environment.
• Familiarity with ATS platforms such as Workday, or Eightfold.
• Experience scheduling across multiple time zones or supporting fast moving, high volume teams.
• Operational Precision: Produces accurate work consistently in a deadline driven environment.
• Responsiveness: Maintains timely communication and quick turnaround on scheduling requests.
• Service Excellence: Creates positive, supportive experience for candidates and internal partners.
• Adaptability: Handles frequent changes with calmness and efficiency.
• Team Collaboration: Works closely with recruiters and hiring teams to ensure smooth interview execution.
• Confidentiality: Upholds strict privacy standards for sensitive information.

Why Should You Apply?

• Health Benefits
• Referral Program
• Excellent growth and advancement opportunities