Recruiting and Onboarding Coordinator

JOB SUMMARY

At Gallo Mechanical, our people are the heart of everything we do. Guided by our core values of Family, Service, and Performance, we are seeking a Recruiting & Onboarding Coordinator to help deliver an exceptional candidate and new hire onboarding experience. 

The Recruiting & Onboarding Coordinator manages the end-to-end onboarding process and supports the recruiting team with interview scheduling, candidate communications, and hiring logistics. This role plays a critical part in ensuring a seamless transition from candidate to employee and creating a professional and positive experience for candidates throughout the hiring process.  

This position works closely with Recruiters, Hiring Managers, HR, IT, Payroll, and Operations to coordinate hiring activities, manage onboarding workflows within the ticketing system, and ensure tasks are completed accurately and on time. 

The ideal candidate is highly organized, detail-oriented, and energized by creating efficient processes and great employee experiences. You will join a collaborative HR team where your work directly supports the company’s continued growth and talent strategy. 

RESPONSIBILITIES

Recruiting Coordination & Candidate Experience 

• Support Talent Acquisition by coordinating interview scheduling and recruitment logistics 

• Schedule and coordinate candidate interviews across multiple hiring managers and teams 

• Communicate interview details, confirmations, and updates to candidates and interviewers 

• Ensure interview schedules are organized and aligned with recruiter and hiring manager availability 

• Assist with maintaining accurate candidate data and interview status within the ATS 

• Support candidate experience efforts by providing timely communication and a welcoming, professional process 

• Greet and assist candidates during on-site interviews at the office, as needed 

End-to-End Onboarding Ownership 

• Manage the full onboarding lifecycle from offer acceptance through start date preparation 

• Serve as the central point of accountability for onboarding execution and quality 

• Create, manage, and close onboarding tickets and subtasks in the ticketing system 

• Ensure all required onboarding steps are completed prior to start date 

• Coordinate timely completion of onboarding steps in partnership with HR, IT, Payroll, Facilities, Fleet, and Operations 

• Maintain consistent onboarding standards across all locations 

• Proactively identify and escalate risks, delays, or gaps in onboarding preparation 

Compliance & Documentation 

• Ensure required employment documentation is completed accurately and on time 

• Coordinate completion of required onboarding documentation (I-9, E-Verify, tax forms, direct deposit, etc.) 

• Manage and digitally store I-9s and E-Verify processes 

• Ensure compliance with federal, state, and company onboarding requirements 

• Maintain organized and compliant onboarding documentation 

Cross-Functional Coordination 

• Collaborate across departments to ensure a smooth hiring and onboarding process 

• Serve as a liaison between Talent Acquisition, HR, IT, Payroll, Safety, Fleet, and Operations 

• Coordinate onboarding timelines and expectations with hiring managers 

• Support leadership or specialized onboarding when needed 

• Support improvements to systems and workflows as the company continues to grow 

 IDEAL EXPERIENCE & QUALIFICATIONS

• Bachelor’s degree in HR, Business, or related field (or equivalent experience) 

• 2–4 years of HR, recruiting coordination, onboarding, or talent operations experience (preferred) 

• Experience supporting recruiting teams with interview scheduling and candidate coordination (preferred) 

• Experience managing workflow systems (Freshservice, ServiceNow, Jira, or similar) (preferred) 

• Proficiency with HRIS, ATS, and onboarding platforms 

• Strong organizational and time-management skills with ability to manage multiple priorities 

• Excellent communication and interpersonal skills with a service-oriented mindset 

• Strong attention to detail and problem-solving ability 

• Ability to handle confidential information with sensitivity, discretion, and professionalism 

About Gallo Mechanical

Gallo Mechanical is a top-tier mechanical construction and service provider headquartered in New Orleans. Gallo Mechanical LLC is built on a bedrock foundation of dedication to family, service and performance. The company, a 75-year locally-grown family operation, is deeply invested in finding the best way to both serve and grow the community in which they live and work. As they have grown over the last seven and a half decades, Gallo Mechanical has sought to ensure that their focus remains in reinvesting in their community through both the work they carry out and the opportunities that they provide. 

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.