Recruiting Operations Coordinator at Bloom Talent (Contract)

Bloom Talent is a woman-owned boutique recruiting agency based in San Francisco that partners with clients to help find Administrative, Operations, and HR talent. We partner primarily with startups and tech companies, but also work with VC, finance firms, industry leaders, and family offices. We pride ourselves on delivering a more personalized and white-glove service. We operate in a fast-paced, remote startup environment.

We are seeking a highly organized and adaptable Recruiting Operations Coordinator to provide maternity leave coverage for our team member. In this role, you will be the operational backbone of our recruiting function, partnering closely with Client Managers to keep a high volume of searches, candidates, and clients moving forward. You will spend a lot of time coordinating across teams, managing communications, and ensuring nothing falls through the cracks. 

The ideal candidate should have exceptional organizational skills, be able to shift gears at a moment's notice, and enjoy working in a fast-paced environment. The role requires a great attitude, strong verbal and written communication skills, and the ability to take initiative. 

Responsibilities:

• Coordinate meetings with new and existing clients on behalf of Client Managers, scheduling introductions and follow-ups, ensuring all details are clearly provided to attendees. 
• Manage and track a high volume of job requisitions and candidate pipelines, ensuring seamless coordination across Client Managers, clients, recruiters, and candidates to keep all parties informed.
• Track communications and manage action items for Client Managers to ensure timely follow-through.
• Serve as a backup point of contact to Client Managers.
• Prepare detailed briefing notes and supporting materials ahead of client calls, attend meetings alongside Client Managers to capture real-time notes, and organize notes post-call in a structured format for the team.
• Support client operations by delivering prep materials, following up on outstanding items, and providing additional resources such as onboarding guides, sample profiles, or job descriptions as needed.
• Send contracts to support new client engagements, staying on top of execution and following up as needed. Work closely with the COO to finalize contract revisions when needed and follow up when contracts need to be signed on Bloom Talent’s end.
• Maintain accurate records in the internal tracking sheet and CRM to reflect current client statuses and contact information.
• Compile placement details, including payment terms and relevant contacts, to support the Finance Manager with invoicing.
• Oversee the end-to-end job creation process in partnership with the Administrative Coordinator, including managing job requisitions, writing job blurbs, creating pitch materials for recruiters, and finalizing job descriptions.
• Serve as an internal resource for recruiters on job details and questions.
• Monitor and respond to inbound business development inquiries, routing leads to the appropriate Client Manager and managing follow-ups.
• Drive business development efforts by managing data intake from the team to surface new business opportunities, preparing and reviewing data, identifying existing client relationships, and importing qualified leads into email outreach campaigns.
• Support internal operations by preparing team meeting agendas and contributing to ongoing process improvements.
• Work closely with the Administrative Coordinator and serve as backup coverage during their absences.
• Lead the client gifting and referral program, tracking details, and coordinating with vendors.

Qualifications:

• 2-4 years of experience in an operations, recruiting coordination, executive support, or similar role.
• Exceptional organizational skills with the ability to manage multiple priorities and projects simultaneously.
• Strong written and verbal communication skills with a high degree of professionalism.
• Proactive, solutions-oriented mindset with strong attention to detail.
• Comfortable working in a fast-paced, high-volume environment with evolving priorities.
• Dependability, resourcefulness, confidence, and the ability to function at a high capacity with little direction or supervision.
• Team player who takes pride in supporting others and elevating the work of those around them.
• Tech-savvy. Experience with ATS platforms, Google Suite, AI tools, and Notion. 

Job Type: This is a 4-5-month temporary contract position for coverage during maternity leave. 

Location / Hours: Pacific Time working hours are required. 

Compensation: $45 - 65/hr DOE

Salary : $45 - $65