Recruiting Coordinator

KCI, LLC; Charlotte (NC); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Health savings account

Life insurance

Paid time off

Retirement plan

Vision insurance

Job summary

KCI, LLC is seeking a detail‑driven Recruiting Coordinator to support our resource management team in Charlotte. You will own onboarding, postings, budgets, and timesheet processing, and act as the go‑to expert for hiring managers, candidates, and new hires.

Your focus will be on creating an efficient, professional experience while identifying improvements across recruiting processes. The role emphasizes contractor management, vendor relationships, and recruitment marketing with a hybrid office

Qualifications

• Associate's degree in Business or related field.
• 2+ years in a fast-paced, high-volume environment handling confidential information.
• 2+ years of office administration experience.
• Advanced knowledge of Microsoft Office, especially Outlook, Excel, and Teams.
• Working knowledge of recruiting processes, ATS, and HR compliance.
• Familiarity with job boards, talent marketplaces, and social media.

Responsibilities

• Support the recruiting team in finding, hiring, retaining, and offboarding talent across diverse roles.
• Own the onboarding process creating offer letters, preparing paperwork, scheduling drug screens and background checks, and coordinating required training.
• Create and distribute LMS trainings to contingent employees, ensuring completion before their contract start date.
• Identify and implement process improvements to enhance the candidate experience and operational efficiency.
• Maintain an up-to-date roster of contractors and contingent staff, including confidential data.

Skills

Onboarding

Recruiting

Contractor management

Vendor management

ATS knowledge

Microsoft Office

Communication

Time management

Education

Associate's degree in Business

Tools

NetSuite

Ceipal ATS

MS Office (Outlook, Excel, Teams)

Job description

About The Role

We're looking for an organized, detail-driven Recruiting Coordinator to support our resource management department. This role owns the full onboarding process, job postings and advertising budgets, and timesheet processing acting as the go-to subject matter expert across all of it. You'll be the driving force behind a smooth, professional experience for hiring managers, candidates, and new hires alike, while constantly looking for ways to make the process better.

What You'll Do

Talent Acquisition & Onboarding

• Support the recruiting team in finding, hiring, retaining, and offboarding talent across diverse roles
• Own the entire onboarding process creating offer letters, preparing paperwork, scheduling drug screens and background checks, and coordinating required training
• Create and distribute LMS trainings to contingent employees, ensuring completion before their contract start date
• Identify and implement process improvements to enhance the candidate experience and operational efficiency
• Maintain clear, proactive communication with candidates, using sound judgment to resolve onboarding-related questions and challenges

Contractor & Timesheet Management

• Maintain an up-to-date roster of contractors and contingent staff, including confidential data such as customer name, project ID, bill rate, pay rate, weekly hours, revenue, and gross profit
• Submit contractor and contingent staff hours to clients weekly, partnering with account management, recruiters, and clients to resolve discrepancies and secure timely approvals for invoicing

Recruitment Marketing & Vendor Management

• Post jobs across talent marketplaces, job boards, and professional networks, managing the associated budget and recommending cost‑saving opportunities
• Leverage social media and digital advertising to maximize visibility and attract qualified candidates
• Write concise, engaging job descriptions that attract top talent
• Manage vendor relationships job boards, certification providers, background screening companies including contract negotiation and ensuring services align with business needs and budget

Reporting, Systems & Process Ownership

• Collect, analyze, and report recruiting metrics daily, weekly, and monthly, using insights to inform strategic decisions
• Use NetSuite, Ceipal ATS, and Microsoft Office (including Teams) to manage candidate recruiting, onboarding, and contractor activities
• Take full ownership of the employee referral program developing strategies, driving participation, and managing all related logistics
• Lead initiatives to improve the ATS, streamline processes, and enhance the candidate experience
• Manage a broad range of administrative tasks with autonomy, supporting the Sr. Manager of Recruiting and the wider team as needed

What You Bring

• Associate's degree in Business or a related field, or equivalent experience
• 2+ years of experience in a fast‑paced, high‑volume environment handling confidential information
• 2+ years of office administration experience
• Advanced knowledge of Microsoft Office, especially Outlook, Excel, and Teams
• Working knowledge of recruiting processes, applicant tracking systems, and HR compliance
• Familiarity with job boards, talent marketplaces, and social media (Indeed, LinkedIn, Dice, Instagram, etc.)

Preferred Skills & Experience

• Prior experience with NetSuite
• 2+ years of administrative experience at a staffing firm
• Advanced expertise with job boards, talent marketplaces, and social media recruiting
• Strong knowledge of recruiting processes, ATS platforms, and HR compliance
• Natural curiosity and ability to quickly learn new technology and digital tools
• Ability to work independently with minimal supervision
• Excellent interpersonal and communication skills
• Strong time management and organizational skills, with the ability to consistently meet deadlines
• A problem‑solving mindset, with the initiative to identify and implement improvements

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This role operates in a professional office environment and routinely uses standard office equipment (computer, phone, printer/scanner). Employees are regularly required to talk and hear, both in person and by phone/headset, and frequently required to sit, stand, walk, and use hands for typing and other tasks.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Charlotte, NC 28262