Recruiting Operations Coordinator

Capstone IT; Omaha (NE); On-site; USD 55,000 - 72,000; Full time

Job summary

Capstone IT in Omaha, NE is seeking a Recruiting Operations Coordinator to enhance the efficiency, consistency, and candidate experience across the recruiting and consultant lifecycle. You will coordinate workflows, reports, and communications among recruiting, sales, operations, and internal teams.

The role suits someone who enjoys organizing work, applying technology, and delivering responsive service. You will balance multiple priorities, maintain accurate ATS data, and help the Director of

Qualifications

• 2+ years in recruiting operations or similar operational role.
• Experience with ATS or HR technology.
• Strong written and verbal communication skills.
• High attention to detail and data accuracy.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Support the day-to-day operational needs of the Director of Recruiting and recruiting team.
• Coordinate information and activities among Recruiting, Sales, Operations, consultants, and other internal stakeholders.
• Facilitate pipeline meetings focused on open positions, recruiting progress, candidate activity, advisor status, priorities, and challenges.
• Document meeting updates, track action items, and follow up with responsible team members.
• Maintain recruiting workflows, checklists, process documentation, and SOPs.
• Prepare reports, meeting materials, and other operational resources.
• Coordinate consultant onboarding, assignment extensions, ongoing care, and offboarding.
• Ensure required documentation, communications, system updates, and handoffs are completed accurately and on time.
• Track consultant interactions, milestones, upcoming end dates, concerns, and follow-up actions.
• Escalate consultant concerns or risks to the appropriate team member.
• Support consistent consultant communication and identify opportunities to improve the consultant experience.
• Maintain accurate, complete, and current candidate, consultant, client, and job data in ATS and other recruiting platforms.
• Conduct routine data reviews and follow up on missing information, inaccurate records, and duplicates.
• Support ATS administration, workflow execution, and team adoption.
• Assist with recruiting reports and operational metrics for leadership.

Skills

Organizational skills

Attention to detail

Communication

Independent work

Team collaboration

Tools

Applicant Tracking System (ATS)

Job description

The Recruiting Operations Coordinator supports the effectiveness, consistency, and overall experience of the recruiting organization. This position coordinates the operational processes that support candidates, consultants, recruiters, Sales, and internal teams throughout the recruiting and consultant lifecycle.

The role is ideal for someone who enjoys organizing work, improving processes, using technology, and providing responsive service. Success requires strong attention to detail, follow-through, comfort with systems, and the ability to manage multiple priorities while maintaining a positive human experience.

Key Responsibilities

Recruiting Operations & Team Coordination

• Support the day-to-day operational needs of the Director of Recruiting and recruiting team.
• Coordinate information and activities among Recruiting, Sales, Operations, consultants, and other internal stakeholders.
• Facilitate recurring Sales and Recruiting pipeline meetings focused on open positions, recruiting progress, candidate activity, consultant status, priorities, and challenges.
• Document meeting updates, track action items, and follow up with responsible team members.
• Maintain recruiting workflows, checklists, process documentation, and standard operating procedures.
• Prepare reports, meeting materials, and other operational resources.

Consultant Lifecycle Management

• Coordinate consultant onboarding, assignment extensions, ongoing care, and offboarding.
• Ensure required documentation, communications, system updates, and internal handoffs are completed accurately and on time.
• Track consultant interactions, assignment milestones, upcoming end dates, concerns, and follow-up activities.
• Escalate consultant concerns or risks to the appropriate team member.
• Support consistent consultant communication and identify opportunities to improve the consultant experience.

ATS & Data Management

• Maintain accurate, complete, and current candidate, consultant, client, and job information in the Applicant Tracking System and other recruiting platforms.
• Conduct routine data reviews and follow up on missing information, inaccurate records, duplicate records, and incomplete workflows.
• Support ATS administration, reporting, workflow execution, and team adoption.
• Assist with recruiting reports and operational metrics for recruiting leadership.

Process Improvement & Technology

• Identify process gaps, bottlenecks, and repetitive tasks that may be improved or automated.
• Support the adoption and use of approved recruiting technology, automation, and AI-enabled tools.
• Assist with testing process or system enhancements.
• Document best practices and help team members follow established processes and use available tools effectively.
• Balance technology-enabled efficiency with a high-quality experience for candidates and consultants.

Qualifications

• Two or more years of experience in recruiting operations, staffing, human resources, talent acquisition coordination, onboarding, or a similar operational role preferred.
• Experience coordinating employee or consultant onboarding and offboarding.
• Experience working in an Applicant Tracking System or similar recruiting or HR technology.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• High attention to detail and commitment to data accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and collaborate across teams.
• Comfort with technology and willingness to learn new systems, automation, and AI-enabled tools.
• Ability to identify problems, ask questions, and recommend practical improvements.
• Staffing or professional services experience is a plus.

What Success Looks Like

A successful Recruiting Operations Coordinator creates consistency, accountability, and capacity across the recruiting organization. Onboarding and offboarding activities are completed accurately and on time, consultants receive consistent communication and support, ATS data is reliable, pipeline meetings are organized and productive, and agreed-upon actions are followed through.

This individual helps recruiters and the Director of Recruiting spend more time recruiting, building relationships, and supporting business growth because the operational details around them are organized and running effectively.

Ideal Candidate

The ideal candidate naturally sees what needs to be done and takes ownership of completing it. This person enjoys organizing processes, solving practical problems, learning technology, supporting others, and following work through to completion. They are comfortable coordinating an onboarding issue, following up with a consultant, reviewing ATS records, documenting a workflow, facilitating a pipeline meeting, and helping the Director of Recruiting execute an important initiative. They do not simply complete tasks. They look for practical ways to make the work more accurate, consistent, and efficient.