Recruiting Coordinator

Job Description

Job Description

Job Title: Recruiting Coordinator

Job Description

The Recruiting Coordinator provides critical support to the Human Resources function and plays a key role in the full recruiting lifecycle, from coordinating interviews to supporting onboarding for new hires. This role ensures a positive and professional candidate experience by maintaining clear and timely communication while partnering closely with recruiters, hiring managers, and candidates. The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced environment, and able to manage multiple priorities while maintaining accuracy and confidentiality.

Responsibilities

• Own interview scheduling and logistics using Paycor Applicant Tracking System (ATS) and/or Outlook for virtual (Teams), onsite, and panel interviews .
• Customize and maintain interview scheduling templates, ensuring all relevant details are included, such as resumes, assessments, and facility PPE requirements.
• Manage interview logistics, including booking conference rooms, sending calendar invitations, and confirming details with hiring managers and candidates.
• Support interview arrangements for out-of-town candidates, including coordination of travel and accommodations as needed.
• Greet and host candidates during onsite interviews, ensuring they receive appropriate PPE for facility tours upon request.
• Partner with recruiters to support hiring needs across production, engineering, and office roles.
• Act as a liaison between candidates and management, providing clear, timely, and professional communication throughout the hiring process.
• Manage the NDA process for interviews and maintain accurate records.
• Support the offer process by preparing offer letters, tracking candidate acceptances, and updating reports and external recruitment partners.
• Facilitate pre-employment screening requirements, including compliance.
• Assist with conducting new hire orientations and preparing new hire paperwork to support a smooth onboarding experience.
• Identify opportunities to improve scheduling, communication, and onboarding processes and share recommendations with the HR team.
• Maintain accurate ATS and HRIS records, ensuring data integrity, confidentiality, and compliance.
• Prepare and maintain recruitment reports using Excel, including tracking key recruiting metrics.
• Ensure compliance with federal, state, and local employment laws as well as internal company policies in all recruiting and onboarding activities.
• Maintain service-level targets for interview scheduling turnaround, such as scheduling interviews within 24 hours of request when possible.
• Track and report weekly recruiting metrics, including time-to-interview, time-to-offer, and candidate feedback, in partnership with recruiters.
• Maintain original I-9 documents in personnel files in alphabetical order and ensure they are properly organized for audit purposes.
• Create and maintain an I-9 tracker to support audit readiness and compliance.
• Review I-9 documentation to verify that identification documents are properly validated and maintain ongoing audit trackers.
• Coordinate with IT, Facilities, and Payroll to ensure smooth onboarding logistics, including workspace setup, system access, and equipment readiness for new hires.
• Serve as an ambassador for the organization’s culture and values throughout the candidate journey, ensuring each interaction reflects professionalism, hospitality, and a commitment to excellence.
• Support the company’s presence at recruiting events and career fairs as needed.
• Proactively identify process gaps in recruiting and onboarding and propose enhancements to improve efficiency and candidate experience.
• Assist in creating and updating recruiting standard operating procedures (SOPs), templates, and forms to ensure consistency across the HR function.

Essential Skills

• Minimum of 2 years of administrative, HR support, or front office experience.
• Experience with recruiting coordination, interview scheduling, and onboarding support.
• Experience using HRIS and applicant tracking systems (ATS), preferably Paycor or a similar platform.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and accuracy in documentation, data entry, and recordkeeping.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong communication skills with the ability to interact professionally with candidates, recruiters, hiring managers, and cross-functional partners.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Understanding of human resources practices and principles.
• Ability to work both collaboratively within a tight-knit HR team and independently with minimal supervision.

Additional Skills & Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred .
• An associate degree with relevant HR experience
• Experience working in a manufacturing environment is a plus.
• Experience with Paycor Applicant Tracking System or other ATS platforms is preferred.
• HR certification such as PHR, SHRM-CP, or equivalent is preferred but not required.
• Familiarity with I-9 documentation requirements and compliance processes.
• Experience supporting production, engineering, and office recruiting is beneficial.
• Interest in continuous improvement, with a mindset focused on refining processes and enhancing candidate experience.

Work Environment

100% onsite, temp-to-hire role (8:00 a.m.–4:30 p.m.) in a manufacturing environment producing transit buses. You’ll work with a small, collaborative HR team (leadership, recruiters, HR specialists) in a fast-paced, detail-focused setting that partners with departments like IT, Facilities, and Payroll. Professional office attire is required, and PPE may be needed for facility tours.

This is a Contract to Hire position based out of Riverside, CA.

The pay range for this position is $28.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Riverside,CA.

This position is anticipated to close on Jul 13, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.