Administrative Coordinator

Talentify; Seattle (WA); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) plan

Life Insurance

Disability coverage

HSA

Transportation benefits

PTO / Paid time off

Job summary

Aston Carter is seeking an Admin Coordinator in Seattle to support a fast-paced recruiting team. You will manage interview scheduling, candidate communications, and data entry across ATS and systems.

The role involves coordinating multiple interview processes, producing weekly activity reports, and assisting with onboarding and related projects. This is an onsite contract position based in Seattle, WA.

Qualifications

• 1+ year in recruiting coordination or similar role.
• Proficient with MS Word, Excel, and PowerPoint.
• Bachelor’s degree required.

Responsibilities

• Schedule interviews and phone screens with candidates and managers, including travel arrangements.
• Update candidate records and job postings in ATS and recruiting systems with accurate data entry.
• Confirm new hires in recruiting systems and support onboarding tasks.

Skills

Recruiting coordination

MS Word

MS Excel

MS PowerPoint

Interview scheduling

ATS familiarity

Education

Bachelor's degree

Tools

Applicant Tracking Systems

Job description

Job Title: Admin Coordinator

Job Description

The Admin Coordinator works closely with a team of recruiters in a fast-paced operations recruiting organization. This role manages day-to-day recruiting activities, supports the full interview process, and helps build strong candidate relationships, often serving as the first point of contact for candidates. The position is ideal for someone who enjoys organizing complex schedules, communicating with diverse stakeholders, and contributing to the growth of a high-performing recruiting function.

Responsibilities

• Schedule interviews and phone screens by working directly with candidates and hiring managers, including arranging travel for visiting candidates when needed.
• Update candidate records and job postings in applicant tracking and recruiting systems, ensuring accurate and timely data entry.
• Confirm new hires in the recruiting systems and support related administrative onboarding tasks as required.
• Provide follow-up correspondence to candidates regarding their recruiting status via phone and email, ensuring clear and timely communication.
• Track recruiting activities and prepare weekly reports that summarize candidate status and pipeline activity.
• Coordinate post‑interview debrief meetings and prepare and distribute debrief materials to interviewers and hiring teams.
• Identify and recommend opportunities to improve the candidate experience and increase scheduling efficiency throughout the recruiting process.
• Assist in the coordination and execution of other recruiting activities and projects as needed to support the broader recruiting team.

Essential Skills

• At least 1 year of experience as a recruiting coordinator or in a coordination‑focused role.
• Proficiency with MS Word, Excel, and PowerPoint.
• Bachelor’s degree.
• Experience with scheduling and coordinating interviews or meetings.
• Experience performing administrative and coordination tasks in a professional environment.
• Familiarity with applicant tracking systems (ATS) or recruiting systems.

Additional Skills & Qualifications

• Strong customer focus with a commitment to delivering a positive candidate experience.
• Excellent attention to detail and strong organizational skills.
• Strong oral and written communication skills.
• Ability to work effectively in a fast‑paced, quickly changing environment.
• Ability to collaborate with internal and external stakeholders, including candidates and hiring teams.
• Comfort shifting priorities quickly and handling multiple tasks simultaneously.

Work Environment

This role operates in a fast‑paced recruiting environment that emphasizes collaboration, responsiveness, and continuous improvement. You will work closely with recruiters, hiring managers, and candidates, using tools such as applicant tracking systems and Microsoft Office (Word, Excel, PowerPoint) to manage schedules, documentation, and reporting. The position involves frequent communication by phone and email, managing multiple concurrent interview processes, and adapting quickly to changing priorities and timelines in a professional office setting.

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay and Benefits

The pay range for this position is $24.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Seattle,WA.

Application Deadline

This position is anticipated to close on Sep 17, 2026.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 504. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.