RECRUITMENT COORDINATOR JOB DESCRIPTION

We are seeking a Recruitment Coordinator who will be responsible for sourcing candidates primarily for non-exempt level positions across various manufacturing locations. They will lead consultative recruiting planning sessions with key stakeholders to set expectations and timelines for the recruiting process and to develop a desired candidate profile. Additionally, the coordinator will execute the sourcing strategy and maintain effective communication with the hiring manager and HR team. They will source, evaluate, and qualify top talent using an applicant tracking system, CRM, internet databases, internet job boards, niche sites, job fairs, and non-traditional sources. The coordinator will also identify and utilize alternative sourcing methods and define the necessary competencies for each position.

An Overview of Recruitment Coordinator Job Description Responsibilities and Qualifications

1. The Recruitment Coordinator is a key administrative support role within the Talent Acquisition team, assisting the Talent Acquisition Manager in all recruitment functions. This position oversees the initiation and management of the new hire process, effectively communicates onboarding procedures to new hires, and collects necessary personal details to create employee records. Additionally, the coordinator is responsible for organizing and filing documents in the appropriate employee files, liaising with the Uptime Academy Training team to facilitate onboarding and course delivery for new hires, and monitoring the completion of onboarding courses.

Recruitment Coordinator Duties:

  • Completes welcome packets for new employee hires and ensures proper communication throughout the new hire process.
  • Coordinates new hire orientation and onboarding scheduling with new hires
  • Responsible for all IT helpdesk tickets pertaining to new hires and employee changes
  • Handles all new hire paperwork, including 1-9 distribution and verification; communicates new hire first day expectations
  • Manages relationship with ATS point of contact and assist with ATS changes and implementations
  • Manage ATS data; pull necessary weekly/monthly data for reports and responsible for annual affirmative action plan; including ad hoc data request
  • Manages and Maintains Labor Budget; During budgeting season works closely with FP&A team
  • Builds positive relationship with candidates and new hires by answering questions and providing guidance on interview process and onboarding
  • Coordinate with marketing department on New Hire Swag
  • Responsible for sending out email communication pertaining to new hires and employee changes
  • Enters and tracks requisitions into ATS system.
  • Collaborates with various areas of the business to ensure all information is relayed and executed for employees regarding new hire and employee changes.
  • Assist Talent Acquisition team with recruitment and interview process as needed.
  • Manages the background check vendor relationship and submits the online investigation requests and assists with new employee background and drug screen checks.
  • Updates HR spreadsheet and assists with processing of terminations, employee change requests and processes paperwork.
  • May schedule various recruitment events and trainings for HR team; Schedules meetings and interviews as requested by Talent Acquisition Manager and Talent Acquisition team.
  • Assists Talent Manager with various projects.


Recruitment Coordinator Skill, Ability and Qualifications:

  • Two or more years related administrative experience within an HR environment 
  • Highly organized and flexible with strong attention to detail
  • Ability to maintain confidentiality regarding new hire and employee changes
  • Proficient in Microsoft Office Suite, intermediate excel skills required
  • General knowledge of information technology services preferred.
  • Ability to perform under pressure in a fast-paced environment and to maintain a positive attitude in any situation, have sense of ownership, desire to improve and excel
  • Exceptional organizational skills and meticulous attention to detail
  • Excellent interpersonal and customer service skills

2. The Recruitment Coordinator is responsible for monitoring current job openings, distributing assignments to recruiters, utilizing our Applicant Tracking System (SuccessFactors) for data reporting, and coordinating with various Recruiting vendors on operational progress and initiatives. This role delivers specialized support in administrative tasks and data analytics for the Talent Acquisition team and oversees the interview process for essential roles throughout the U.S. Organization. Reporting to the Senior Manager of Talent Acquisition, the ideal candidate should possess strong organizational skills to manage multiple deadlines effectively, demonstrate a keen attention to detail, and have robust analytical and technological competencies. A high level of discretion is expected to maintain confidentiality. Successful candidates will exhibit excellent interpersonal skills and corporate acumen, necessary for liaising with candidates, internal stakeholders, and external vendors at all levels.

Recruitment Coordinator Tasks and Functions:

  • Partners with internal teams (Talent Acquisition, HR) and hiring managers on the administrative tasks associated with recruitment.
  • Assigns requisitions to the Talent Acquisition team and follows up on requisitions that are in process.
  • Posts and manages internal requisitions where sourcing is not needed.
  • Manages the interview scheduling process for high-level roles by coordinating with candidates, hiring department's administrative staff, and the recruiters.
  • Supports a heavy call volume and calendar scheduling coordination between multiple parties.
  • Assists in arranging travel for non-local candidates.
  • Monitors and manages the Talent Acquisition SharePoint Intranet site, ensuring that the appropriate recruiting documents and materials are posted and accessible to the business.
  • Manages the Talent Acquisition team email inbox.
  • Lead onboarding tasks for any new Talent Acquisition team members.
  • Assists in coordinating and participating in recruiting events, as needed.
  • Demonstrates a sustained high level of professionalism, accomplishment, discretion, and skill.
  • Performs other related duties as required or requested.
  • Develops key recruiting metrics and reports to ensure that the Talent Acquisition team is meeting the needs of its internal clients, the company's talent agenda, and compliance requirements.
  • Gathers, analyzes, and shares the Talent Acquisition team’s weekly progress on all roles.
  • Updates, analyzes, and shares quarterly recruiting scorecard to summarize all relevant recruiting metrics by leveraging all available resources which includes but not limited to the following time-to-fill, diversity recruiting, source of hire, offer/acceptance ratios, candidate & hiring manager satisfaction, and candidate pipelining.
  • Leverages Applicant Tracking System and other software to track applicants from hired to onboarding.
  • Evaluates process change and Business Process Improvement-formative/summative evaluation, developing evaluation instruments, evaluation procedures and conducting data analysis, reporting.
  • Partners with internal HR Business Solutions team on Applicant Tracking system enhancements, maintaining and producing standard reporting from all recruiting data inputs.


Recruitment Coordinator Education and Requirement:

  • Partners with Univar’s HR Shared Services team reconciling Talent Acquisition data.
  • Frequently using Microsoft Excel for routine and ad hoc reporting.
  • Acts as the primary point of contact regarding recruiting technology, reporting/analytics and general system functionality.
  • Stays abreast of the latest in technology offered in the Talent Acquisition Industry.
  • Vendor Management - builds relationships with current and future vendors.
  • Partners with and builds relationships with current and future recruiting vendors.
  • Runs and analyzes standard reporting to conduct frequent assessment of vendors' performances.
  • Stays abreast of the latest in technology, marketing, and candidate experience offered in the Talent Acquisition industry.
  • Proficiency in Microsoft Office; Outlook, Word, Excel, PowerPoint, Teams, SharePoint
  • SuccessFactors experience highly desired
  • Proven ability to communicate complex ideas, instructions and information in a clear, concise manner within team and cross functional partners

3. The Recruitment Coordinator will partner with recruiters and hiring managers across various roles to ensure an unparalleled candidate experience. In this role, you will not only implement existing processes but also innovate and enhance them.

Recruitment Coordinator Details and Accountabilities:

  • Manage recruiting operations in close partnership with Recruiters to streamline the recruiting process
  • Assist in sourcing and operationalizing our recruiting processes
  • Drive and participate in ad hoc process improvement initiatives and other projects
  • Providing follow-up correspondence to candidates on recruiting status via phone and email
  • Oversee and support the clerical and administrative processes
  • Send welcome packages to new hires, and help onboard employees


Recruitment Coordinator Skills, Ability and Experience:

  • Minimum 3+ years experience required in office management, HR or business administration
  • Administrative / coordination experience or related internship
  • Excellent verbal and written communication skills
  • Ability to maintain the highest levels of confidentiality
  • Ability to thrive in a fast, ever-changing environment
  • Passion for collaboration and partnering with others
  • Strong attention to detail and proactive problem-solver

4. As a Recruitment Coordinator, your role is pivotal in enhancing our talent acquisition process. You will coordinate interview schedules, perform background and reference checks, and actively support our branding initiatives. Working closely with candidates and internal teams, you ensure a seamless recruitment cycle. We seek someone with substantial experience in recruitment and HR, deeply knowledgeable about industry best practices. This role demands a proactive multitasker who is results-driven and passionate about helping others grow. With our dynamic business environment, this position promises significant opportunities for personal and professional development.

Recruitment Coordinator Details:

  • Communicate effectively and professionally with candidates and hiring teams
  • Prepare job descriptions and post open roles on the company Careers page and external job boards
  • Coordinate set up for intake meetings for new roles with the hiring team
  • Arrange and oversee sending of interview pre-briefs
  • Post and update postings across various platforms and recruiting channels
  • Maintain confidentiality
  • Manage various side projects that help elevate the Talent Acquisition team.
  • Assist in implementation of recruiting processes and operations
  • Uphold Thrive Causemetics Core Values
  • Maintain compliance with all federal, state, and regulatory standards


Recruitment Coordinator Experience and Qualification:

  • Experience Necessary
  • Bachelor’s Degree in related field
  • Proficiency in GSuite including Google products, as well as MS Office
  • Minimum of 1 year in an HR or Administrative position
  • Excellent organizational skills including accuracy and attention to detail
  • Strong work ethic and commitment to performing duties at a high level
  • Strong organizational and project management skills

5. The Recruitment Coordinator role is ideal for individuals aspiring to enter the recruitment industry. In this position, you will assist the European recruitment team by engaging in various tasks throughout the recruitment process lifecycle. This exposure will introduce you to all facets of in-house recruitment. Your responsibilities will include attending meetings with hiring managers, managing projects, and learning candidate sourcing, screening, and management techniques from senior team members. This role is pivotal to our recruitment strategy in Europe, positioning you as a central figure in our team's success.

Recruitment Coordinator Roles and Functions:

  • Liaising with Senior Management to schedule meetings and interviews
  • Ownership of PO/Invoice process and procurement documentation
  • Maintaining recruitment process documentation, updating our in-house recruiting system with a high level of integrity and accuracy
  • Organising and facilitating Assessment Centres
  • Participating in graduate and university internship recruiting initiatives
  • Sourcing, screening and assessing candidates to ensure they meet business requirements
  • Supporting Recruitment team with ad-hoc tasks
  • Participating in global recruitment and HR initiatives and promoting leading practices (Diversity & Inclusion initiatives, process improvement, integration projects and more)
  • Promoting brand awareness, cultivating social media presence, being responsible for the organization of job fairs and relationship with University
  • Produce KPIs to track levels of recruitment, cost of hire, time to fill and source of hire


Recruitment Coordinator Experience and Educations:

  • Previous experience working on similar position as Recruitment Coordinator – desirable
  • In-house recruitment function experience – desirable
  • Fluent in English and Czech (or Slovak) both written and verbal
  • Able to work with a high degree of accuracy
  • Ability to work with Senior Stakeholders
  • Ability to work effectively as a team to drive an excellent resourcing service to the business
  • Organised and proactive, with the drive to deliver results and manage self effectively
  • Works with others in a collaborative and solution-focused manner to achieve measurable outcomes that improve business performance
  • Ability to work in a fast-paced environment

6. The Recruitment Coordinator (RC) plays a vital role in supporting our staffing recruitment efforts. This dynamic position involves close interaction with recruiters, hiring managers, and candidates-both internal and external. The RC is pivotal in delivering an outstanding candidate experience, acting as a key liaison with campus hiring teams. By providing exceptional customer service and maintaining high-quality standards throughout the recruiting process, the Recruitment Coordinator is instrumental in contributing to the recruiting group's overall success.

Recruitment Coordinator Tasks:

  • Partner with recruiters to support the interview process by scheduling candidate interviews, checking professional references and assisting with background investigations
  • Support the onboarding process by preparing offer letters, coordinating employee onboarding, and conducting new hire check-ins
  • Administer employment-related documentation to new hires (e.g., I-9s, initiation of background investigations)
  • Work closely with hiring managers in all aspects of the applicant tracking system (Taleo) and interview process; manage applicant inquiries
  • Prepare and review job requisitions; submit edits within applicant tracking system
  • Schedule and coordinate candidate travel related to on-campus interviews
  • Schedule local and out-of-state pre-employment physicals
  • Manage invoices for candidate physical and relocations
  • Manage job postings with external vendors
  • Coordinate team participation in various career fairs and networking events, including identification, scheduling, and follow-up
  • Assist in Recruiting’s social media platforms; identify social media content for weekly review
  • Create visual presentations using PowerPoint or presentation software as needed
  • Partner with Senior Recruiting Coordinator to create efficiencies in new hire process


Recruitment Coordinator Skills, Experience and Education:

  • Maintain a high level of confidentiality at all times
  • Two years of recruiting or human resources coordination experience
  • Demonstrated experience supporting administrative activities such as complex scheduling including the use of video platforms such as Zoom or similar programs
  • One year of experience with an applicant tracking systems or an HRIS
  • Exceptional customer service focus and attention to detail
  • Comfort with multitasking and managing multiple priorities at once
  • Excellent communication skills
  • Experience in Microsoft Office Programs

7. The Recruitment Coordinator will collaborate extensively with the Division to develop and execute recruitment and retention initiatives. This role includes managing client and talent records, handling incoming calls, responding to inquiries, welcoming visitors, and maintaining the overall organization and neatness of the office.

Recruitment Coordinator Accountabilities:

  • Maintain operational excellence through achieving the “Minimum Performance Standards" including but not limited to:
  • Track and follow-up on Talent/Client Expert Opinion Scores (EOS)
  • Support Joint Commission standards and the entire compliance process to achieve 100% compliance; coordinate the collection and renewal of expiring field talent documents
  • Achieving standards for all minimum activity requirements including touches, cold calls, interviews, flips and submissions
  • Ensure that all talent's paperwork is correct and prepared for interviews
  • Assist with job postings, email blasts, call blasts and other recruitment functions
  • Process applications of new field talent, conduct reference checks and submit to open job orders
  • Assist new field talent through on-boarding and credentialing process; conduct first day touches
  • Coordinate and send direct mailings
  • Assist payroll by collecting timesheets; follow-up with field talent as needed
  • Help to create an environment of high morale, motivation and teamwork


Recruitment Coordinator Requirements:

  • Ability to work effectively either independently and or with team members
  • Ability to organize and complete work in a timely manner
  • Must show attention to detail
  • Must have willingness to learn and change with the organization
  • Must possess a positive, solution-oriented and customer-focused attitude
  • Ability to handle sensitive and confidential information appropriately
  • Strong Verbal and written communication skills
  • Highly organized and detail oriented with ability to prioritize and multi-task

8. The Recruitment Coordinator possesses effective communication skills, an eye for detail, and the capability to prioritize and manage multiple incoming requests. The People Operations Team is responsible for building efficient processes and meaningful programs, driven by a passion to ensure that launches meet organizational needs and scale with company growth.

Recruitment Coordinator Duties and Details:

  • Partner with managers, recruiters, and candidates to schedule interviews and book candidate travel, as needed
  • Assist recruiters with recruiting activity tracking within our Applicant Tracking System (ATS) which may include but is not limited to opening, posting and closing jobs and maintaining a candidate’s status throughout the hiring process
  • Compile interview packets and distribute packets to candidates
  • Gather feedback from interviewers in a timely manner to schedule follow-up panel discussions or interviews
  • Prepare and issue employment offer letters and contractor agreements for electronic signature and follow-up as needed
  • Assist with recruiting programs and events
  • Provide ad hoc assistance to support Recruiting and People Operation initiatives


Recruitment Coordinator Experience and Education:

  • Prior experience as a coordinator or administrator
  • Strong written and verbal communication skills
  • Able to organize and prioritize tasks and overall workload
  • Strong attention to detail and experience managing an end-to-end process
  • Ability to embrace change
  • First-hand recruiting coordination experience
  • A working knowledge of Workday and Greenhouse
  • Advanced user of Microsoft Outlook and DocuSign
  • Experience working in a startup or fast paced environment
  • Experience working directly with executive and manager level employees

9. The Recruitment Coordinator role involves assisting the recruitment team by scheduling interviews, screening candidates, and managing CRM databases. This position is suited for someone with exceptional organizational and interpersonal skills, thriving in a dynamic, fast-paced environment.

Recruitment Coordinator Roles and Responsibilities:

  • Coordinate interview process for new and active candidates; maintain open line of communication throughout process
  • Handle internal and external scheduling; adjust itineraries accordingly
  • Assist in sourcing and prescreening for various positions
  • Maintain candidate database with regular updates
  • Administer assessments and reference checks as necessary
  • Process confidential employment documents
  • Distribute metric reports to the recruitment team
  • Assist recruiters with additional administrative tasks


Recruitment Coordinator Skills, Ability and Experience:

  • Bachelor’s Degree (preferably in Human Resources, Retail, or Business Management)
  • Minimum of 3 years of Human Resources experience
  • Experience in recruiting, administrative support, and/or HR
  • Proficient in Microsoft Office Suite; Greenhouse portal experience ideal
  • Excellent communication skills, both written and verbal
  • Strong sense of initiative and follow through on tasks
  • Ability to multitask and meet deadlines
  • Excellent organizational skills and high attention to detail

10. The Recruitment Coordinator is responsible for collaborating with hiring managers, agencies, candidates, and other recruitment team members to facilitate hiring processes. This role may also involve working with the People & Culture team on broader initiatives such as internships, onboarding, and assimilation of new hires. Key responsibilities include managing applicant tracking systems, maintaining job posting compliance, scheduling candidates, preparing offer letters, conducting background checks, handling new hire immigration processes, onboarding, and managing recruitment records.

Recruitment Coordinator Responsibility:

  • Act as initial point of contact for managers and candidates related to all recruiting inquiries. 
  • Coordinate and delegate tasks to the appropriate person on the team
  • Responsible for recruiting data management - tracking and analyzing data and identifying functional needs (i.e., # of interviewers, training, etc.)
  • Formulating methods to improve recruitment policies, processes and practices as well as recommending changes.
  • May assist with execution of recruiting activities and programs including D&I, interns, interview, and intake meetings.
  • Schedule candidate interviews.
  • Administer candidate assessment technology.
  • Track and manage candidate progress.
  • Work closely with recruiters and Chief People Officer to ensure excellent candidate experience.


Recruitment Coordinator Skills, Ability and Experience:

  • BA/BS in relevant field
  • Demonstrate ability to deliver a world class candidate experience and recruiting process
  • Strong work ethic and ability to work independently as well as collaboratively
  • Team player with the ability to collaborate and communicate effectively with other teammates
  • Willingness to learn new technologies within a fast-paced environment and share those learnings with internal (employees) and external stakeholders (clients) quickly and efficiently
  • Ability to thoughtfully drive process; proposes change as needed for the whole team to execute more efficiently
  • Advanced organizational skills with the ability to handle competing priorities
  • Must be authorized to work in the US for any employer without requiring visa sponsorship
  • Must be able to work full-time from our Manhattan office when we return to the office
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