Recruitment Coordinator

First Temporary, LLC; Chicago (IL); Hybrid; USD 60,000 - 85,000; Full time

Job summary

First Temporary, LLC in Chicago, IL seeks a Talent Acquisition Coordinator to support the TA team by coordinating logistics and operations of recruitment. The role requires exceptional communication, strong attention to detail, and the ability to manage scheduling across multiple time zones, delivering a high-quality candidate experience from outreach to interviews.

You will partner with hiring managers and recruiters, handle administrative tasks, maintain SOPs, and ensure timely documentation

Qualifications

• Bachelor's degree in HR, Business, Marketing, or related field preferred but not required.
• 3+ years in Talent Acquisition or recruitment coordination within corporate HR.
• Experience coordinating across multiple time zones with multiple stakeholders.
• Proficiency with Workday ATS, Outlook, Word, Excel, PowerPoint, Teams, SharePoint.

Responsibilities

• Coordinate candidate interviews with hiring managers, panels, and recruiters across time zones.
• Ensure resumes, feedback forms, and docs are shared promptly.
• Book office space, travel, and on-site logistics for candidates.
• Handle rescheduling and technical issues professionally.
• Create and maintain recruitment SOPs, templates, and resources.
• Take meeting notes and ensure post-meeting follow-ups.

Skills

Organizational skills

Time management

Communication skills

Problem solving

Stakeholder management

Adaptability

Self-starter

Attention to detail

Education

Bachelor's degree in HR/Business/Marketing or related field

3+ years Talent Acquisition / recruitment coordination

Tools

Workday ATS

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Phenom CRM

Job description

The Talent Acquisition Coordinator plays a critical role in supporting the Talent Acquisition team by coordinating the logistics and operational aspects of the recruitment process. This position requires exceptional communication skills, attention to detail, and the ability to navigate complex scheduling and administrative tasks across multiple stakeholders and time zones. The successful candidate will own and deliver consistently high-quality candidate-centric interview experience from initial outreach through final interviews. Ensuring a seamless, efficient, and positive experience for both candidates and hiring teams, anticipating needs and proactively solving problems as they arise.

Key Responsibilities:

• Interview Coordination:
• Schedule and manage candidate interviews with hiring managers, interview panelists, and recruiters across multiple time zones. Utilize tools such as Workday, Outlook, and Teams to ensure smooth, timely scheduling.
• Ensure that all required documentation (e.g., resumes, interview feedback forms, etc.) is shared with the appropriate parties in a timely manner.
• Book office space, arrange travel accommodations, and coordinate any necessary on-site logistics for candidates.
• Handle rescheduling, technical issues, and no-shows with professionalism, ensuring that all parties are informed promptly.
• Maintain a proactive approach to scheduling, anticipating potential conflicts and resolving them before they become issues.
• Administrative Support:
• Provide general administrative support to the Talent Acquisition department, including creating, organizing, and maintaining recruitment documentation.
• Prepare and send communications to candidates, hiring managers, and other stakeholders as necessary.
• Develop and update standard operating procedures (SOPs), templates, and resources for the team.
• Contribute to departmental projects as needed, offering administrative support, coordinating logistics, and tracking progress.
• Take detailed meeting notes during key discussions and ensure follow-up actions are captured and completed.

Requirements:

• Education & Experience:
• Bachelor's degree in HR, Business, Marketing, or a related field is preferred but not required.
• 3+ years of experience in a similar Talent Acquisition or recruitment coordination role within a corporate HR function is required.
• Experience in coordinating recruitment activities across multiple time zones and working with multiple stakeholders is essential.
• Technical Skills:
• Proficiency in Workday ATS, Outlook, Word, Excel, PowerPoint, Teams, and SharePoint is required.
• Experience with Phenom or similar Customer Relationship Management (CRM) tools is desirable.
• Strong technical aptitude with the ability to quickly learn new systems, tools, and technologies.
• Core Competencies:
• Exceptional Organizational Skills: Ability to manage a high volume of scheduling, administrative tasks, and communications while maintaining a high level of accuracy and attention to detail.
• Time Management & Multitasking: Skilled at prioritizing tasks and managing competing deadlines in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills with the ability to communicate effectively with professionals at all levels, internally and externally.
• Problem-Solving & Initiative: Proactive in identifying and addressing potential issues before they arise, with the ability to handle unexpected challenges calmly and professionally.
• Stakeholder Management: Ability to build strong relationships with hiring managers, candidates, and other internal teams, providing high-touch service and support throughout the recruitment process.
• Adaptability: Willingness to take on a wide range of administrative responsibilities and adjust to evolving team needs and departmental goals.
• Self-starter with a strong sense of ownership and accountability.
• Highly adaptable to changing priorities and able to work effectively in a dynamic environment.
• Creative and resourceful in developing solutions to improve workflows and enhance the candidate and hiring manager experience.
• Strong interpersonal skills with the ability to build rapport quickly with team members and candidates.

*This role sits in our downtown Chicago office with Hybrid work expectation.