Recruiting Coordinator

Job Description

Job Description

Role Overview The

Talent Acquisition Coordinator

plays a critical role in supporting the Talent Acquisition team by coordinating the logistics and operational aspects of the recruitment process. This position requires exceptional communication skills, attention to detail, and the ability to navigate complex scheduling and administrative tasks across multiple stakeholders and time zones. The successful candidate will own and deliver consistently high-quality candidate-centric interview experience from initial outreach through final interviews. Ensuring a seamless, efficient, and positive experience for both candidates and hiring teams, anticipating needs and proactively solving problems as they arise. Key Responsibilities: Interview Coordination: Schedule and manage candidate interviews with hiring managers, interview panelists, and recruiters across multiple time zones. Utilize tools such as Workday, Outlook, and Teams to ensure smooth, timely scheduling. Ensure that all required documentation (e.g., resumes, interview feedback forms, etc.) is shared with the appropriate parties in a timely manner. Book office space, arrange travel accommodations, and coordinate any necessary on-site logistics for candidates. Handle rescheduling, technical issues, and no-shows with professionalism, ensuring that all parties are informed promptly. Maintain a proactive approach to scheduling, anticipating potential conflicts and resolving them before they become issues.

Administrative Support: Provide general administrative support to the Talent Acquisition department, including creating, organizing, and maintaining recruitment documentation. Prepare and send communications to candidates, hiring managers, and other stakeholders as necessary. Develop and update standard operating procedures (SOPs), templates, and resources for the team. Contribute to departmental projects as needed, offering administrative support, coordinating logistics, and tracking progress. Take detailed meeting notes during key discussions and ensure follow-up actions are captured and completed.

Requirements: Education & Experience: Bachelor’s degree in HR, Business, Marketing, or a related field is preferred but not required. 3+ years of experience in a similar Talent Acquisition or recruitment coordination role within a corporate HR function is required. Experience in coordinating recruitment activities across multiple time zones and working with multiple stakeholders is essential.

Technical Skills: Proficiency in Workday ATS, Outlook, Word, Excel, PowerPoint, Teams, and SharePoint is required. Experience with Phenom or similar Customer Relationship Management (CRM) tools is desirable. Strong technical aptitude with the ability to quickly learn new systems, tools, and technologies.

Core Competencies: Exceptional Organizational Skills:

Ability to manage a high volume of scheduling, administrative tasks, and communications while maintaining a high level of accuracy and attention to detail. Time Management & Multitasking:

Skilled at prioritizing tasks and managing competing deadlines in a fast-paced environment. Communication Skills:

Excellent verbal and written communication skills with the ability to communicate effectively with professionals at all levels, internally and externally. Problem-Solving & Initiative:

Proactive in identifying and addressing potential issues before they arise, with the ability to handle unexpected challenges calmly and professionally. Stakeholder Management:

Ability to build strong relationships with hiring managers, candidates, and other internal teams, providing high-touch service and support throughout the recruitment process. Adaptability:

Willingness to take on a wide range of administrative responsibilities and adjust to evolving team needs and departmental goals.

Personal Traits: Self-starter with a strong sense of ownership and accountability. Highly adaptable to changing priorities and able to work effectively in a dynamic environment. Creative and resourceful in developing solutions to improve workflows and enhance the candidate and hiring manager experience. Strong interpersonal skills with the ability to build rapport quickly with team members and candidates.

*This role sits in our downtown Chicago office with Hybrid work expectation.