Recruiting and Onboarding Coordinator

Gallo Mechanical, LLC; Raleigh (NC); On-site; USD 55,000 - 70,000; Full time

Job summary

A leading mechanical service provider in Raleigh is seeking a Recruiting & Onboarding Coordinator. This role is critical in managing the onboarding process from acceptance to start date and coordinating recruitment logistics. The ideal candidate will have a background in HR or recruiting coordination, with strong organizational and interpersonal skills. An inclusive workplace culture prioritizes family, service, and performance, ensuring a welcoming experience for all employees.

Qualifications

• Minimum 2 years of HR or recruiting coordination experience preferred.
• Experience supporting recruiting teams with scheduling preferred.
• Proficient in HRIS and ATS systems.

Responsibilities

• Manage end-to-end onboarding process from acceptance to start date.
• Coordinate interview scheduling and logistics across teams.
• Ensure compliance with onboarding documentation requirements.

Skills

Organizational skills

Attention to detail

Interpersonal skills

Service-oriented mindset

Problem-solving ability

Education

Bachelor’s degree in HR, Business, or related field

2–4 years of HR, recruiting coordination, onboarding, or talent operations experience

Tools

HRIS

ATS

Freshservice

ServiceNow

Jira

Job description

At Gallo Mechanical, our people are theheartof everything we do. Guided by our core values of Family, Service, and Performance, we are seeking a Recruiting & Onboarding Coordinator to help deliver an exceptionalcandidate andnew hireonboarding experience. If you are considered "one of the nicest people around", are detail-oriented, and a whiz on the computer...this might be a great role for you.

The Recruiting & Onboarding Coordinator manages the end-to-end onboarding process and supports the recruiting team with interview scheduling, candidate communications, and hiringlogistics. This role plays a critical part in ensuringa seamless transition from candidate to employee and creating a professional and positive experience for candidates throughout the hiring process.

This position works closely with Recruiters, Hiring Managers, HR, IT, Payroll, and Operations to coordinate hiring activities, manage onboarding workflows within the ticketing system, and ensure tasks are completed accurately and on time.

The ideal candidate is highly organized, detail-oriented, and energized by creating efficient processes and great employee experiences. You will join a collaborativeHRteam where your work directly supports the company’s continued growth and talent strategy.

RESPONSIBILITIES

Recruiting Coordination & Candidate Experience

• Support Talent Acquisition by coordinating interview scheduling and recruitmentlogistics
• Schedule and coordinate candidate interviews across multiple hiring managers and teams
• Communicate interview details, confirmations, and updates to candidates and interviewers
• Ensure interview schedules are organized and aligned with recruiter and hiring manager availability
• Assistwithmaintainingaccuratecandidate data and interview status within the ATS
• Support candidate experience efforts by providingtimelycommunication and a welcoming, professional process
• Greet andassistcandidates during on-site interviews at the office, as needed

End-to-End Onboarding Ownership

• Managethe full onboarding lifecycle from offer acceptancethrough start date preparation
• Serve as thecentral pointof accountability for onboarding execution and quality
• Create, manage, and close onboarding tickets and subtasks inthe ticketing system
• Ensure all required onboarding steps are completed prior to start date
• Coordinatetimelycompletion of onboarding steps in partnership with HR, IT, Payroll, Facilities, Fleet, and Operations
• Maintain consistent onboarding standards across all locations
• Proactivelyidentifyand elevate risks, delays, or gaps in onboarding preparation

Compliance & Documentation

• Ensure required employment documentation is completed accurately and on time
• Coordinate completion of required onboarding documentation (I-9, E-Verify, tax forms, direct deposit, etc.)
• Manageand digitally storeI-9sand E-Verify processes
• Ensure compliance with federal, state, and company onboarding requirements
• Maintain organized and compliant onboarding documentation

Cross-Functional Coordination

• Collaborate across departments to ensure a smooth hiring and onboarding process
• Serve as a liaison between Talent Acquisition, HR, IT, Payroll, Safety, Fleet, and Operations
• Coordinate onboarding timelines and expectations with hiring managers
• Support leadership or specialized onboarding when needed
• Support improvements to systems and workflows as the company continues to grow

IDEAL EXPERIENCE & QUALIFICATIONS

• Bachelor’s degree in HR, Business, or related field (or equivalent experience)
• 2–4 years of HR, recruiting coordination, onboarding, or talent operations experience (preferred)
• Experience supporting recruiting teams with interview scheduling and candidate coordination(preferred)
• Experience managing workflow systems (Freshservice, ServiceNow, Jira, or similar) ( preferred )
• Proficiencywith HRIS, ATS, and onboarding platforms
• Strong organizational and time-management skills with ability to manage multiple priorities
• Excellent communication and interpersonal skills with a service-oriented mindset
• Strong attention to detail and problem-solving ability
• Ability to handle confidential information with sensitivity, discretion, and professionalism

Gallo Mechanical is a top-tier mechanical construction and service provider headquartered in New Orleans. Gallo Mechanical LLC is built on a bedrock foundation of dedication to family, service and performance. The company, a 75-year locally-grown family operation, is deeply invested in finding the best way to both serve and grow the community in which they live and work. As they have grown over the last seven and a half decades, Gallo Mechanical has sought to ensure that their focus remains in reinvesting in their community through both the work they carry out and the opportunities that they provide.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job related disability, or any other protected group status.

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