Staffing Coordinator

Position Summary
The Recruiting Coordinator supports the full-cycle Talent Acquisition process by managing all downstream recruiting operations, candidate logistics, compliance tasks, onboarding activities, and cross-functional workflow coordination. This role requires a high sense of urgency, exceptional organizational skills, and the ability to manage multiple priorities simultaneously in a fast-paced, high-volume environment.

Key Responsibilities:
Recruiting Operations & Candidate Support

• Manage all candidate logistics including interview scheduling, panel coordination, reschedules, and high-volume calendar management.
• Coordinate candidate travel end-to-end including itineraries, approvals, confirmations, reimbursements, and day-of coordination.
• Serve as the primary candidate communication touchpoint, ensuring timely updates and a high-touch, professional experience.
• Process all New Hire Notifications (NHNs), ensuring all cross-functional partners (HR Ops, IT, Compliance, Finance, Sales Training, Etc.) are informed in real time.
• Perform downstream HRIS tasks including Paycor record updates, candidate status updates, data validation, and pre-hire audit checks.
• Maintain accurate requisition data, candidate profiles, internal mobility updates, Hot Jobs updates, and weekly hiring dashboards.
• Initiate and track background checks. Serve as the primary contact for candidate and work with the background vendor to resolve any issues.
• Track employee referral data, payments and relocation expenses.
• Partner with Compliance on vendor credentialing letters, maintain audit-ready records, and ensure documentation accuracy.

Onboarding & New-Hire Experience Coordination

• Prepare, ship, and track all new-hire resources including equipment, welcome kits, business cards, swag, and orientation materials.
• Partner with IT and Facilities to ensure timely system provisioning, equipment allocation, building access, and workstation readiness.
• Support all aspects of New Hire Orientation (NHO): agendas, rosters, presenters, materials, scheduling, and day-of execution.
• Coordinate onboarding workflows to ensure every cross-functional task is completed before Day 1.
• Maintain onboarding checklists, templates, and process documentation.

Cross-Functional HR Support & Projects

• Support HR initiatives including process improvement, documentation updates, operational standardization, and workflow optimization.
• Assist with recruiting and onboarding transformation projects, including process rollout, communication plans, and system updates.
• Serve as a liaison between TA, HR Ops, Compliance, IT, and Finance to ensure alignment on all hiring and onboarding activities.
• Support special projects such as onboarding redesign, NHO enhancements, equipment fulfillment process optimization, and recruitment operations improvements.

Education/Experience Requirements

• High school diploma or equivalent required with 3-5 years' experience in administrative or paraprofessional work in a corporate office setting; or bachelor's degree in human resources, Business Administration, Public Administration or other related field with equivalent 0-2 years of administrative or paraprofessional work in a corporate office setting.
• Experience working in human resources is strongly preferred
• Experience working with Microsoft Office applications required
• Applicant Tracking Experience preferred
• Experience in effectively prioritizing tasks and requests in a fast-paced setting required
• Experience handling confidential information and exercising discretion required

Required Competencies – Knowledge, Skills, Abilities
Customer Service – Responds promptly to candidates and clients alike; solicits employee feedback to improve service; responds to requests for assistance; meets commitments

Time Management: Uses time effectively to prioritize, plan, schedule and organize tasks and goals to maximize productivity and exceed client and candidate expectations

Quality Focus – Demonstrates excellent attention to detail and produces work that is accurate, complete and of high quality

Teamwork – Balances team and individual responsibilities; welcomes feedback; contributes to building a positive team environment

Problem Solving and Critical Thinking – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; escalates appropriate issues and concerns in a timely manner