Recruiting Administrative Coordinator

Recruiting Administrative Coordinator
Role Summary

The Recruiting Administrative Coordinator provides day-to-day administrative and operational support throughout the recruiting and hiring process. This role helps keep recruiting activities organized and moving efficiently by coordinating interviews, maintaining candidate records, supporting job postings, preparing hiring documentation, communicating with candidates, and assisting recruiters and hiring managers throughout the candidate lifecycle.

This position is ideal for someone who is highly organized, detail-oriented, responsive, and comfortable managing multiple administrative priorities in a fast-paced recruiting environment.

Key Responsibilities

• Provide administrative and coordination support for recruiting and hiring activities.
• Schedule and coordinate candidate interviews with recruiters, hiring managers, and internal stakeholders.
• Maintain accurate candidate information, statuses, notes, and documentation within the Applicant Tracking System (ATS).
• Assist with posting, updating, and closing job requisitions across recruiting platforms.
• Communicate with candidates regarding interview scheduling, application status, required documentation, and next steps.
• Support recruiters with candidate submissions, interview preparation, and follow-up activities.
• Prepare and organize recruiting documentation, candidate files, offer-related materials, and pre-employment paperwork.
• Track candidates throughout the recruiting process and follow up on outstanding actions or documentation.
• Assist with new-hire onboarding coordination, including collecting required information and communicating onboarding requirements.
• Maintain recruiting trackers, reports, spreadsheets, and other administrative records.
• Coordinate background checks, employment verification, and other pre-employment requirements as needed.
• Support recruiting events, job fairs, hiring initiatives, and candidate outreach activities.
• Ensure recruiting records and documentation are complete, accurate, and maintained in accordance with company processes.
• Serve as an administrative point of contact for candidates and help provide a positive, responsive candidate experience.
• Provide general administrative support to the Recruiting and Human Resources teams as needed.

Minimum Qualifications

• High school diploma or equivalent required.
• Strong organizational and administrative skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to professionally communicate with candidates, recruiters, hiring managers, and other internal stakeholders.
• Ability to manage multiple tasks, deadlines, candidates, and priorities simultaneously.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Comfortable learning and working within Applicant Tracking Systems (ATS), HR systems, and other recruiting technology.
• Ability to maintain accurate records and handle confidential candidate and employee information appropriately.
• Strong follow-through and ability to independently track outstanding actions through completion.
• Ability to work effectively both independently and as part of a collaborative Recruiting and Human Resources team.

Preferred Qualifications

• Residence within a Historically Underutilized Business Zone (HUBZone) is preferred.
• Associate's or bachelor's degree in Human Resources, Business Administration, Communications, or a related field.
• Previous experience supporting a recruiting, talent acquisition, staffing, or Human Resources team.
• Experience scheduling and coordinating interviews across multiple calendars and stakeholders.
• Experience working within an Applicant Tracking System.
• Experience with ClearCompany, Rippling, Deltek, or similar HR/recruiting systems.
• Experience with monday.com
• Experience supporting new-hire onboarding and pre-employment processes.
• Experience maintaining recruiting trackers, reports, candidate records, and compliance documentation.
• Previous experience in a government contracting, professional services, healthcare, behavioral health, or other fast-paced recruiting environment.
• Experience supporting high-volume recruiting or multiple concurrent job requisitions.

Knowledge, Skills & Abilities

• Exceptional organization and attention to detail.
• Strong time-management and prioritization skills.
• Professional and candidate-friendly communication style.
• Ability to recognize missing information and proactively follow up with the appropriate individual.
• Ability to maintain accuracy while working in a fast-paced environment with changing priorities.
• Strong data-entry and record-management skills.
• Ability to learn new systems, processes, and recruiting workflows quickly.
• Strong customer-service mindset when supporting candidates and internal teams.
• Ability to exercise discretion when handling confidential or sensitive information.
• Dependable follow-through and a strong sense of ownership over assigned administrative tasks.

What Success Looks Like

Success in this role means the administrative side of recruiting runs smoothly and consistently. Interviews are scheduled promptly, candidate records are accurate and up to date, documentation is complete, onboarding activities stay on track, and recruiters and hiring managers have the administrative support they need to keep candidates moving through the hiring process.

The Recruiting Administrative Coordinator helps create an organized, responsive candidate experience while ensuring important recruiting details don't fall through the cracks.