Recruiting Coordinator

Viva; Oregon; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

100% remote work

Health insurance

Paid holidays

Vacation

Sick leave

Family care days

Job summary

Viva Talent is seeking a Recruiting Coordinator to join a fast-paced, globally distributed team. You will work embedded with a customer’s recruiting team to keep pipelines moving, support recruiters, and ensure no candidate falls through the cracks.

You’ll manage interviews, ATS hygiene, and candidate communications across email, LinkedIn, and job boards. You’ll thrive if you have 1+ year in recruiting support, familiarity with ATS/HRIS, and comfort using AI tools to accelerate processes.

Qualifications

• 1+ year of experience supporting recruiting or employee processes.
• Experience scheduling interviews for managers, recruiters, or Talent Partners.
• Experience with an ATS or HRIS to manage candidate records and statuses.
• Strong written and spoken English at C1 level.

Responsibilities

• Schedule interviews and prep for hiring managers, Talent Partners, and panels.
• Keep the ATS clean with accurate statuses, notes, and timelines.
• Own the candidate experience with timely, human communication across channels.
• Update job posts and descriptions across platforms to stay aligned with needs.
• Document recruiting processes and recurring issues for improvements.
• Screen and assess candidates using predefined criteria and flag concerns.
• Identify bottlenecks and propose next steps to keep hires moving.
• Research first, then recommend and involve decision-makers when needed.
• Use AI to move faster while applying your own judgment.

Skills

Scheduling interviews

ATS/HRIS

Candidate communication

English proficiency

AI tools experience

Scheduling across platforms

Tools

LinkedIn

Email

Job boards

Job description

About Viva Talent

Viva Talent is a remote talent company connecting US and Canadian companies with Executive Assistants and Recruiting Coordinators across Latin America and South Africa. We create meaningful, career-defining opportunities for talented women while welcoming people of all genders. We're a globally distributed team of 200+ members across 15+ countries and 3 continents.

This listing is for Viva referrals only. If you weren't referred by a Viva team member, please apply through the appropriate link:LATAM | South Africa

Why this role exists

As a Viva Recruiting Coordinator, you'll work embedded with the recruiting team of one of our customers. This role isn't just recruitment cleanup; your job is to enable the team to actually hire and do it well by keeping the pipeline constantly moving, supporting recruiters, and making sure no candidate falls through the cracks. You'll own parts of the recruiting process independently, spot risks early, and take action before they affect the candidate experience or hiring goals. When something stalls, you're expected to understand why, solve what you can, and bring in the right people when needed.

What you'll do

• Schedule interviews & prep: quickly and accurately for hiring managers, Talent Partners, interviewers, and panels, including the coordination and logistics needed to keep interviews moving.
• Keep the ATS clean: statuses, notes, timelines, and next steps always accurate and up to date.
• Own the candidate experience: manage clear, timely, and human communication across email, LinkedIn, and job boards, including confirmations, follow-ups, and proactive updates.
• Keep job posts and descriptions current: update role information across platforms so it stays accurate and aligned with hiring team needs.
• Document recruiting processes: capture workflows, recurring issues, and improvements that help the hiring process stay organized and efficient.
• Screen and assess candidates: use predefined criteria, probe when more context is needed, make decisions within your scope, and flag meaningful concerns early.
• Spot where candidates are stuck: understand what's slowing them down and remove the bottleneck before it costs a hire.
• Research first, then recommend: take the first pass yourself, add context, bring a proposed next step, and loop in decision-makers when needed.
• Use AI to move faster: keep your own judgment on every output.

What you'll own

A healthy recruiting process: candidates know what's happening, the pipeline keeps moving, problems get caught early, and the team has what it needs to hit its hiring goals. You'll be expected to notice when any of those things are at risk and help get them back on track.

Who you are

• You have 1+ year of experience supporting recruiting or employee processes.
• You must have experience with:
• Scheduling interviews for hiring managers, recruiters, or Talent Partners.
• An ATS or HRIS to manage candidate or employee records, statuses, and next steps.
• Managing candidate or employee communication by email, LinkedIn, or job boards (like status updates, follow-up, feedback or addressing their questions).
• As long as you meet the required experience, we're okay if the title was different in your job! Relevant titles can include Recruiting Coordinator, Talent Acquisition Specialist, Recruiting Scheduler, Recruiting Assistant, HR Coordinator.
• Your English level is C1: confident, concise, and comfortable at a fast pace.
• You've spent 2+ years at one company at some point in your career (any role).
• You type 40+ WPM.
• You've used AI tools in real work and review outputs before relying on them.

General admin or coordination experience on its own is not enough - check out our Executive Assistant role instead!

You'll thrive here if you believe

• Own the outcome, not just the task. Follow through until the right result is reached.
• Time kills hires. Know what needs attention now, what can wait, and act accordingly.
• Speed and care go together. Moving fast only works when the details and candidate experience are right.
• Good judgment matters. Know when to act independently and when to bring others in.

Why you'll want this

You'll work at a fast pace, not inside bureaucracy. You'll be encouraged to use AI, propose ideas, and influence how the process runs, not just follow it. You'll have real ownership over your part of the recruiting process and the autonomy to improve how things work. If you're someone who likes solving problems, taking initiative, and seeing the impact of your work on a hiring process, this is the role for you.

We invest heavily in our people through:

• 100% remote work, forever
• Competitive compensation with reviews every six months and performance bonuses.
• Global health insurance, including medical, dental, vision, mental health, and routine care.
• Paid holidays, vacation, sick leave, and family care days.
• Family-friendly policies, including parental leave and flexible support.
• A culture centered around growth, ownership, well-being, and continuous learning.

With a 4.7/5 Glassdoor rating , we're proud of the experience we create for both our candidates and our team.

How we hire

We move quickly and keep you updated throughout.

Application - short screening assessments - practical skills assessment - final interview

Important Notice: All Viva communication will come from an @ execviva.com email. If you receive messages from unofficial sources (e.g., Instagram, Facebook), please report them to . We never request payments or personal information from candidates.