Recruiting Coordinator

Mitsui Sumitomo Insurance Group; Town of Florida (NY); Hybrid; USD 60,000 - 76,000; Full time

Job summary

Mitsui Sumitomo Marine Management (U.S.A.), Inc. is seeking a Recruiting Coordinator to support daily recruiting operations, coordinating interviews, candidate communications, and documentation.

This role partners with Talent Acquisition and HR to ensure timely processes and accurate data in Workday Recruiting. The position emphasizes scheduling efficiency, compliance, and a professional candidate experience, with responsibilities spanning offer letters, background checks, onboarding handoffs,

Qualifications

• Associate or bachelor’s degree in Human Resources, Business Administration, Communications, or related field.
• Minimum of 2 years in recruiting coordination or equivalent HR admin role.
• Experience coordinating complex calendars, interviews, meetings or events with multiple stakeholders.
• Experience using applicant tracking systems and HR tech; strong MS Office proficiency.

Responsibilities

• Coordinate candidate interviews, schedule, logistics, and communications.
• Maintain candidate and requisition information in Workday Recruiting and related tools.
• Prepare and distribute offer letters and employment documentation.
• Monitor background checks and pre-employment screening processes.
• Generate recruiting reports, trackers, and routine metrics.
• Support onboarding handoffs and candidate communications.
• Assist with recruiting events, career fairs, and employer branding initiatives.

Skills

Calendar coordination

Interview coordination

Communication skills

Organizational skills

Discretion & confidentiality

Education

AS/BS in HR or related field

Tools

Workday Recruiting

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

MSIG USA continues to grow!

Company Overview

MSIG USA is the US-based subsidiary of MS&AD Insurance Group Holdings, Inc., one of the world’s top P&C carriers and a global Class 15 insurer, with A+ ratings and a reach that spans 40+ countries and regions. Leveraging our 350-year heritage, MSIG USA brings the financial strength, expertise, and global footprint to offer commercial insurance solutions that address your business’s unique risks.

Recruiting Coordinator Position Description

Mitsui Sumitomo Marine Management (U.S.A.), Inc.

Job Title: Recruiting Coordinator

FLSA Status: Non-exempt

Department: Human Resources / Talent Acquisition

Summary / Job Purpose

The Recruiting Coordinator supports the day-to-day administration and coordination of the recruiting process and helps deliver an organized, responsive, and professional experience for candidates, hiring managers, interviewers, and Talent Acquisition team members. This role coordinates interviews, manages candidate and requisition information, creates and distributes offer letters, manages the background check process, supports pre-employment and onboarding handoffs, maintains recruiting documentation, and ensures timely communication throughout the hiring process.

The position works closely with Talent Acquisition Partners, Human Resources, hiring managers, and internal support functions to promote consistent recruiting practices, accurate Workday Recruiting data, effective scheduling, and efficient process execution. The Recruiting Coordinator also contributes to recruiting reporting, employer branding, internship and early-career activities, recruiting events, and continuous improvement initiatives.

Essential Functions

• Coordinate candidate interviews, including scheduling, interviewer availability, virtual or onsite logistics, meeting invitations, room reservations, and candidate instructions.
• Communicate professionally and promptly with candidates, hiring managers, interviewers, Talent Acquisition Partners, and other stakeholders throughout the recruiting process.
• Create and maintain interview schedules, interview materials, candidate itineraries, and related recruiting documentation.
• Support requisition administration in Workday Recruiting, including initiating or updating requisition information, monitoring workflow steps, and helping ensure required approvals and documentation are complete.
• Maintain accurate and timely candidate, requisition, interview, disposition, and offer-related information in Workday Recruiting and related tools.
• Assist Talent Acquisition Partners with job postings, candidate communications, interview feedback collection, disposition activity, offer documentation, and process follow-up.
• Create, prepare, and distribute offer letters and related employment documentation using approved templates, ensuring that compensation, employment terms, approvals, and supporting information are accurate and complete.
• Coordinate the offer process in Workday Recruiting, track required approvals and signatures, and communicate offer status and next steps to candidates and internal stakeholders.
• Manage the background check and pre-employment screening process, including initiating screenings, monitoring progress, following up on outstanding requirements, and coordinating with candidates, vendors, Human Resources, and Talent Acquisition Partners.
• Escalate background screening delays, discrepancies, or other issues to the appropriate Human Resources or Talent Acquisition stakeholder in accordance with established processes.
• Prepare and distribute recruiting correspondence and templates using approved language and established processes.
• Coordinate pre-employment activities and handoffs, including required forms, documentation collection, start-date readiness, and communication with Human Resources and onboarding stakeholders.
• Monitor outstanding recruiting activities and follow up with appropriate stakeholders to help keep searches and candidates moving through the process.
• Support the administration of employee referral, internal mobility, internship, early-career, and recruiting event activities.
• Assist with recruiting events, career fairs, networking activities, and employer branding initiatives, including event logistics, materials, registrations, and follow-up.
• Generate and organize recruiting reports, trackers, and routine metrics, including requisition status, interview activity, aging, offers, hires, background screening status, and other Talent Acquisition information.
• Maintain recruiting files, templates, process documents, shared resources, and records in accordance with company requirements and applicable recordkeeping standards.
• Support approved agency and vendor administration, including document routing, interview coordination, candidate tracking, and invoice or contract-related follow-up as assigned.
• Identify recurring process issues, recommend practical improvements, and support testing, documentation, and adoption of Workday Recruiting enhancements.
• Protect confidential candidate, employee, and business information and exercise sound judgment when handling sensitive matters.
• Provide general administrative and project support to the Talent Acquisition function as needed.

Supervisory Responsibilities

This position does not have direct supervisory responsibility. The role may provide process guidance to interview participants, interns, temporary staff, or other individuals supporting recruiting activities as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience Required

• Associate or bachelor's degree in Human Resources, Business Administration, Communications, or a related field, or equivalent relevant experience.
• Minimum of 2 years of experience in recruiting coordination, Human Resources administration, talent acquisition operations, or a related administrative role.
• Experience coordinating complex calendars, interviews, meetings, or events involving multiple stakeholders.
• Experience using applicant tracking systems, Human Resources systems, scheduling tools, or related business technology.
• Experience maintaining accurate records and handling confidential or sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other standard office applications.

Knowledge, Skills and Abilities

• Strong organizational, scheduling, and administrative skills with close attention to detail.
• Ability to manage multiple priorities, changing schedules, and time-sensitive activities in a fast-paced environment.
• Professional written and verbal communication skills and a customer-focused approach.
• Ability to provide a responsive and positive candidate and hiring manager experience.
• Ability to follow established processes while identifying issues and escalating questions appropriately.
• Working knowledge of recruiting workflows, interview coordination, offer letter administration, background screening, candidate communications, and recordkeeping practices.
• Ability to learn and use Workday Recruiting, Microsoft Office applications, collaboration tools, and recruiting technologies effectively.
• Ability to prepare clear trackers, reports, templates, and process documentation.
• Ability to work independently, demonstrate accountability, and collaborate effectively across teams and functions.
• Ability to handle confidential and sensitive information with sound judgment and discretion.
• Commitment to fair, consistent, and inclusive recruiting practices.

Preferred Qualifications

• Experience using Workday Recruiting or another enterprise applicant tracking system.
• Experience creating offer letters and coordinating pre-employment background screening processes.
• Experience supporting recruiting within the property and casualty insurance industry, financial services, or another regulated corporate environment.
• Experience coordinating high-volume, professional, technical, specialty, or leadership recruiting.
• Experience supporting internship programs, career fairs, recruiting events, employer branding, or internal mobility initiatives.
• Experience preparing recruiting reports, analyzing routine recruiting data, or supporting process improvement projects.

Competencies

Core Competencies

Communication, Customer Focus, Teamwork

Professional Competencies

Organization, Attention to Detail, Responsiveness, Judgment, Accountability

Job-Specific Competencies

Interview Coordination, Candidate Experience, Offer Administration, Background Screening, Recruiting Administration, Workday Data Accuracy, Process Execution, Confidentiality

Other Qualifications

It's an exciting time for our company and a great opportunity to join a financially sound and growing global insurance group!

It is the policy of MSIG USA to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, MSIG USA will provide reasonable accommodations for qualified individuals with disabilities.