Recruitment Coordinator

KCI, LLC; Charlotte (NC); On-site; USD 48,000 - 64,000; Full time

Job summary

KCI, LLC is seeking an organized Recruiting Coordinator to support the resource management department. This role owns onboarding, job postings, budgets, and timesheet processing, acting as the go-to SME for the hiring team, candidates, and new hires.

You will drive a smooth candidate experience, implement process improvements, and partner with managers to resolve onboarding challenges while maintaining confidentiality and efficiency.

Qualifications

• Associate's degree in Business or 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.
• Familiarity with job boards, talent marketplaces, and social media recruiting.

Responsibilities

• Own the full onboarding process — creating offer letters, preparing paperwork, scheduling drug screens and background checks, and coordinating required training.
• Post jobs across talent marketplaces, job boards, and professional networks, managing the associated budget and cost-saving opportunities.
• Maintain an up-to-date roster of contractors and contingent staff and manage timesheets for invoicing.
• Collect, analyze, and report recruiting metrics daily, weekly, and monthly, to inform decisions.
• Manage vendor relationships with job boards and screening providers to align services with needs and budget.

Skills

Attention to detail

Time management

Communication skills

Organizational skills

Independent work

Education

Associate's degree in Business or related field

Tools

NetSuite

Ceipal ATS

Microsoft Office

Outlook

Teams

Job description

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
• 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
• 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.

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.