Reference Call Scheduling Assistant

HRS Talent Solutions; Ottawa; Remote; CAD 56,000 - 59,000; Full time

Job summary

HRS Talent Solutions is seeking a Reference Call Scheduling Assistant for a remote, full-time office-administration role. The position handles arranging conversations with references, collecting availability, and sending confirmed details while keeping the applicant record up to date.

Applicants should be comfortable with email, calendars, and careful handling of contact information. The role emphasizes privacy, scheduling accuracy, and adherence to consent/approval processes throughout the

Qualifications

• Customer service and office-administration skills are important.
• Experience with scheduling or calendar management is described.
• Familiarity with applicant systems and privacy boundaries is expected.

Responsibilities

• Arrange conversations with references and coordinators.
• Collect availability and send confirmed details.
• Keep the applicant record current in the online system.
• Respect consent and scheduling instructions throughout.

Job description

Reference Call Scheduling Assistant

Office Administration
Reference Conversations | Remote | Full-time | 56,160–59,280 per year

A recruiter has identified a candidate's references and needs to arrange a conversation with an authorized interviewer. The Reference Call Scheduling Assistant collects availability, sends confirmed details, and keeps the online applicant record current. This remote office administration role does not conduct the reference check, judge the feedback, or contact a person who has not been approved for outreach.

Courtesy to everyone involved

A reference may be busy and available only during a narrow window. Use the approved invitation, confirm the time zone, and give the interviewer the necessary contact details through a secure channel. If a reference declines, record the response and tell the recruiter. Do not pressure them or ask substantive questions on behalf of the interviewer. If a candidate says an employer must not be contacted yet, follow the recruiter's instruction and the consent process exactly.

An online scheduling record should distinguish proposed times from a confirmed call. If a time changes, update both the recruiter and reference under the employer's process. Avoid two competing invitations for the same call. Customer service skills show in clear, respectful messages, while office administration makes the candidate file and calendar match.

The role may involve

Read approved reference-contact instructions in the applicant system. Ask for availability using the employer's standard message. Compare proposed times with the interviewer's calendar.

Send a confirmed call invitation with accurate time zone details. Record declines, changes, or missing contact information. Refer consent and eligibility questions to the recruiter.

Keep correspondence connected to the correct candidate.

Recruitment experience is a plus, not required. Customer service, office administration, or meeting coordination experience is also relevant. The company will train you on its applicant system, consent checks, and scheduling procedures. You should be comfortable with email, calendars, and careful handling of contact information.

Remote coverage may be full-time. A private home office or equivalent space is suitable for candidate details. The employer will confirm its actual coverage hours.

If a reference responds through a different contact address, confirm it under the recruiter's process before sending candidate information. The scheduling record should show the channel used and the final confirmed time, without including the substance of the later reference conversation.

If a call is cancelled, mark the old invitation accordingly and make the replacement status clear. A person should not receive two active links for the same reference conversation.

The work is to arrange the conversation, not to influence what the reference says.

A candidate may give a reference's number but ask that the current employer not be contacted yet. Follow the recruiter’s approved permission and scheduling instructions before approaching anyone. Check the reference's preferred time and time zone, then offer the recruiter confirmed options without promising a call that has not been booked. Keep personal contact details within the applicant record. The scheduler arranges a conversation; the recruiter decides which references to contact, what to ask and how the information affects selection.

If a reference does not answer a proposed time, mark the option pending rather than booked. A changed candidate interview date may also change when the recruiter wants reference calls. Update the scheduling record and let the owner decide whether to proceed. The employer will train you on the applicant system and privacy boundaries. School, volunteer or customer appointment scheduling can show the same care with dates and follow-up. This full-time remote role calls for a suitable home office when handling candidates' and references' contact information.

Application steps

Show how you arranged a conversation among people with different schedules or respected a contact preference. It can be a volunteer or school example. You do not need reference-checking experience. Those continuing in selection may be asked to complete an application on the company’s hiring website. The recruiter will clarify its process during selection.