Onboarding & Recruiting Scheduling Coordinator

comfortsystemsusa; United States; On-site; USD 42,000 - 62,000; Full time

Job summary

TAS in Houston, TX is seeking an Onboarding & Recruiting Scheduling Coordinator to support the hiring and onboarding process for direct hires, interns, and contractor conversions. You will coordinate interviews, manage scheduling logistics, and maintain candidate records in the ATS, ensuring a positive candidate and hiring-team experience.

Responsibilities include scheduling phone screens and various interview formats, coordinating pre-employment screenings, and assisting with Workday workflows

Qualifications

• 3+ years of administrative, customer service, recruiting coordination, or scheduling experience.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Experience with calendar management tools.
• Professional demeanor and strong interpersonal skills.
• Ability to manage multiple priorities with attention to detail.

Responsibilities

• Coordinate and schedule interviews between candidates, recruiters, hiring managers and interview panels.
• Schedule phone screens, virtual interviews, onsite interviews and debrief meetings.
• Communicate with candidates regarding scheduling, confirmations, reminders and follow-ups.
• Maintain accurate candidate and interview records in the ATS.
• Partner with recruiters and hiring teams to ensure timely scheduling and positive experiences.
• Monitor scheduling timelines and proactively resolve conflicts or delays.
• Support recruiting administrative tasks related to hiring activities.
• Initiates and monitors pre-employment screening processes including verifications, physicals, background checks, and drug screenings.
• Manage full-cycle contractor conversion processes, including Workday workflows and onboarding activities.
• Assist in reviewing I-9s and completing E-Verify; upload documents to ExponentHR (offers, apps, etc.).
• Monitor annual screening requirements for Field Service Team and conduct new hire orientation as needed.

Skills

Independent work

Problem solving

Data entry

Confidentiality

Customer service

Relationship building

Administrative skills

Time management

Communication

Computer skills

Data analysis

Education

High school diploma or equivalent

Associate degree in business a plus

Tools

Workday

ExponentHR

ATS

Job description

POSITION OVERVIEW:

The Onboarding & Recruiting Scheduling Coordinator supports the hiring and onboarding process by coordinating interviews, managing candidate scheduling logistics, coordinating and managing the full onboarding process for direct hires, interns, and contractor conversions to ensure a positive experience for candidates, new hires, recruiters, and hiring managers.

KEY JOB RESPONSIBILITIES:

• Coordinate and schedule interviews between candidates, recruiters, hiring managers, and interview panels
• Schedule phone screens, virtual interviews, onsite interviews, panel interviews, and debrief meetings
• Communicate with candidates regarding interview scheduling, confirmations, reminders, and follow-up information
• Maintain accurate candidate and interview records in the applicant tracking system (ATS)
• Partner with recruiters and hiring teams to ensure timely scheduling and positive candidate experiences
• Monitor scheduling timelines and proactively resolve conflicts or delays
• Handle last-minute scheduling conflicts and changes professionally and efficiently
• Support recruiting administrative tasks related to hiring activities
• Initiates and monitors pre-employment screening processes including employment verifications, physicals, background checks, and drug screenings
• Manages the full-cycle contractor conversion process, including opening requisitions, coordinating candidate application completion, advancing candidates through Workday, initiating and monitoring onboarding activities, and scheduling new hire orientation
• Assists in reviewing I-9 documents, completing E-Verify for new hires, uploads necessary documents to ExponentHR, such as offer letters, applications, etc.
• Monitors and coordinates annual screening requirements for Field Service Team
• Conducts new hire orientation on an as-needed basis
• Maintains the integrity and confidentiality of human resource files and records
• Travels to other TAS facilities within the Houston area to assist with contractor conversions, company events, communications, etc.
• Any other duties assigned by TAS

JOB SKILLS:

• Ability to work independently and as a team
• Strong problem-solving skills in a fast-paced environment
• Ability to manage data entry tasks while ensuring accuracy and completeness
• Confidential information handling
• A customer service mindset
• Ability to build collaborative relationships with candidates, hiring managers, and cross-functional teams.
• Excellent general administrative skills.
• Time management skills and independent judgment to prioritize and organize diversified workload.
• Strong verbal and written communications skills.
• Excellent computer skills and knowledge of a variety of software applications.
• Some analytical ability is required to gather and summarize data for reports.

EDUCATION & TRAINING:

• High school diploma or equivalent
• Associate degree in business a plus

MINIMUM REQUIREMENTS:

• 3 + years of administrative, customer service, recruiting coordination, or scheduling experience
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Experience with calendar management tools
• Professional demeanor and strong interpersonal skills
• Ability to manage multiple priorities with attention to detail

PREFERRED REQUIREMENTS:

• Experience with applicant tracking systems
• Experience supporting recruiting
• Bilingual (English/Spanish) is a plus

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Position is at least 80% to 95% at a desk working with computer. Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Performs other physical activities including use of fingers, sitting, stooping, bending, crouching, talking, hearing, and performing repetitive motions. Visual acuity requirements include color, depth perception and field of vision necessary to prepare and analyze data and figures, operate a computer terminal, and conduct extensive reading. The incumbent will be subject to inside environmental conditions.

COMPANY OVERVIEW:

Join a team driven to excel in all that we do! When you join TAS, you join a Houston-headquartered company that is part of a large Houston-headquartered publicly traded company, Comfort Systems USA, with a solid reputation built on outstanding value, integrity, and customer focus. We offer our customers and employees the best of both worlds: a small company feel with the resources, talent, process, and international reach of a large company. TAS delivers innovative packaged modular systems that are engineered and manufactured in one of our Houston, TX facilities and utilized in data centers, power, and commercial/industrial utility system applications. TAS has successfully delivered and commissioned over 520 packages to over 33 countries. The company is headquartered in Houston, TX and has five ISO 9001 certified manufacturing facilities in Houston, encompassing 1.2m