Recruitment Coordinator

MathCo; Chicago (IL); On-site; USD 52,000 - 76,000; Full time

Job summary

MathCo, a leading Enterprise AI and Analytics company, is seeking a Recruiting Coordinator in Chicago to support Talent Acquisition and HR teams. You will manage interview logistics, candidate experience, onboarding readiness, and equipment coordination to ensure a smooth hire process.

The role emphasizes partnering with hiring managers, recruiters, and IT across fast-paced operations, with a focus on accuracy, speed, and stakeholder satisfaction.

Qualifications

• 1-3 years of experience in Recruiting Coordination, Talent Acquisition Operations, HR Coordination, or a related role.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and ability to execute with accuracy in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Experience working with Applicant Tracking Systems (ATS), HR systems, and scheduling platforms.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
• Experience coordinating onboarding activities, equipment procurement, or cross-functional operational processes is strongly preferred.
• Demonstrated ability to build relationships and collaborate effectively across multiple teams.
• A proactive, solutions-oriented mindset with strong ownership and follow-through.
• Ability to handle confidential information with professionalism and discretion.
• Comfort operating in ambiguity and adapting to changing business priorities.
• Passion for creating exceptional candidate and stakeholder experiences.

Responsibilities

• Own end-to-end interview scheduling for virtual and in-person interviews across multiple roles.
• Partner closely with recruiters and hiring managers to coordinate complex interview schedules with speed, accuracy, and attention to detail.
• Manage interviewer calendars, conference room reservations, interview agendas, and video conferencing logistics.
• Prepare and distribute interview materials, including candidate resumes, interview guides, scorecards, and feedback forms.
• Monitor interview progress and proactively resolve scheduling conflicts or last-minute changes.
• Coordinate candidate travel arrangements and accommodations when required.
• Ensure interview feedback is collected and documented in a timely manner.

Skills

Organizational skills

Attention to detail

Communication skills

Managing multiple priorities

Cross-functional collaboration

Problem solving

Confidentiality

Tools

ATS

HR systems

Scheduling platforms

Microsoft Office

Outlook

Excel

PowerPoint

Teams

Job description

TheMathCompany or MathCo® is a global Enterprise AI and Analytics company trusted for data-driven decision-making by leading Fortune 500 and Global 2000 enterprises. Founded in 2016, MathCo builds custom AI and advanced analytics solutions focused on enterprise problem-solving through its innovative hybrid model. NucliOS, MathCo's proprietary platform with pre-built workflows and reusable plug-and-play modules, enables the vision of connected intelligence at a lower TCO.

For our employees, we foster an open, transparent, and collaborative culture with no barriers, making MathCo a great place to work. We provide exciting growth opportunities, value capabilities and attitude over experience, and empower our Mathemagicians to leave a mark.

Job Overview

We're looking for a highly organized, proactive, and customer-focused Recruiting Coordinator to join our Talent Acquisition team. This role is critical to delivering a seamless hiring process and exceptional candidate experience while ensuring the operational excellence behind every hire.

As a Recruiting Coordinator, you will serve as a key partner to Talent Acquisition, HR, Hiring Managers, Operations, Procurement, and IT. From interview scheduling and recruiting operations to onboarding readiness and equipment coordination, you'll help ensure candidates experience a professional and welcoming journey from first interview through day one.

This is an ideal opportunity for someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in creating a best-in-class experience for candidates and stakeholders alike.

What You'll Do

Interview Coordination & Logistics

• Own end-to-end interview scheduling for virtual and in-person interviews across multiple roles and business functions.
• Partner closely with recruiters and hiring managers to coordinate complex interview schedules with speed, accuracy, and attention to detail.
• Manage interviewer calendars, conference room reservations, interview agendas, and video conferencing logistics.
• Prepare and distribute interview materials, including candidate resumes, interview guides, scorecards, and feedback forms.
• Monitor interview progress and proactively resolve scheduling conflicts or last-minute changes.
• Coordinate candidate travel arrangements and accommodations when required.
• Ensure interview feedback is collected and documented in a timely manner.

Candidate Experience

• Serve as a primary point of contact for candidates throughout the hiring process, providing responsive, professional, and engaging communication.
• Deliver a positive candidate experience that reflects MathCo's culture and values at every touchpoint.
• Anticipate and resolve logistical challenges before they impact the candidate experience.
• Communicate interview expectations, timelines, and next steps clearly and consistently.
• Gather candidate feedback and partner with recruiters to identify opportunities for process improvement.
• Help maintain high candidate satisfaction through exceptional service and attention to detail.

Recruiting Operations & Reporting

• Maintain accurate candidate records and workflow updates within the Applicant Tracking System (ATS).
• Support requisition management, job postings, and recruiting workflow administration.
• Assist with offer letter preparation and pre-employment administrative processes.
• Generate weekly, monthly, and ad hoc recruiting reports to support hiring visibility and decision-making.

Cross-Functional Coordination & Onboarding Support

• Act as the primary liaison between Talent Acquisition, Human Resources, Operations, Procurement, and IT to ensure a seamless hiring and onboarding experience.
• Coordinate all pre-boarding activities to ensure new hires are fully prepared for their first day.
• Partner with Procurement and IT teams to facilitate the ordering, tracking, and delivery of laptops, peripherals, and other required technology and office equipment.
• Monitor equipment requests and onboarding milestones to ensure all new hire needs are completed on schedule.
• Coordinate system access requests, workspace readiness, and onboarding logistics in partnership with key stakeholders.
• Proactively communicate updates and upgrade issues to ensure onboarding activities remain on track.
• Maintain documentation and process workflows related to onboarding, equipment management, and operational readiness.

Stakeholder Partnership

• Build strong relationships with recruiters, hiring managers, interviewers, HR partners, and business leaders.
• Serve as a trusted resource for interviewers by providing guidance on recruiting processes, tools, and expectations.
• Participate in intake meetings, recruiting team discussions, and interview debrief sessions as needed.
• Partner with stakeholders to ensure a consistent, efficient, and candidate-centric hiring process.
• Support hiring managers with scheduling coordination, candidate communications, and recruiting updates.

Employer Branding & Talent Programs

• Support employer branding initiatives, recruiting events, university recruiting programs, and networking activities.
• Assist with candidate engagement campaigns and talent community-building efforts.
• Help maintain relationships with previous candidates, interns, and referral networks.
• Contribute ideas that strengthen MathCo's employer brand and support talent attraction efforts.
• Provide sourcing and recruiting support for critical or high-volume hiring initiatives when needed.

What We're Looking For

• 1-3 years of experience in Recruiting Coordination, Talent Acquisition Operations, HR Coordination, or a related role.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and ability to execute with accuracy in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Experience working with Applicant Tracking Systems (ATS), HR systems, and scheduling platforms.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
• Experience coordinating onboarding activities, equipment procurement, or cross-functional operational processes is strongly preferred.
• Demonstrated ability to build relationships and collaborate effectively across multiple teams.
• A proactive, solutions-oriented mindset with strong ownership and follow-through.
• Ability to handle confidential information with professionalism and discretion.
• Comfort operating in ambiguity and adapting to changing business priorities.
• Passion for creating exceptional candidate and stakeholder experiences.

Being a Mathemagician

• Embody MathCo's culture of ownership, excellence, and impact.
• Actively contribute to company growth initiatives while fostering a collaborative and innovative environment.
• Demonstrate curiosity, agility, and a continuous learning mindset.
• Support diversity, equity, inclusion, and belonging by valuing different perspectives and ideas.
• Create positive experiences for candidates, colleagues, and stakeholders in every interaction.

Recognitions & Awards

• Leader in Top Generative AI Service Providers – PeMa Quadrant 2023 (AIMResearch)
• Recognized among Inspiring Workplaces in North America, 2023
• Accredited for Inclusive Practices by Great Place to Work Institute, India

For more information, please visit https://www.mathco.com.