Recruitment Coordinator

Aspire General Insurance Services; Rancho Cucamonga (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Aspire General Insurance Services in Rancho Cucamonga, CA, is seeking a Talent Acquisition Coordinator to provide administrative and operational support to the Talent Acquisition Manager and recruitment team. This role helps coordinate recruiting activities, manage ATS records, schedule interviews, support onboarding, and ensure processes are compliant and efficient.

You will be the primary contact for candidates, help communicate interview details, assist with background checks and offer

Qualifications

• Education: Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Experience: 1–2 years of experience in Recruitment or HR administration.
• Technical Skills: Proficiency in ATS systems (Paylocity a plus) and Microsoft Office.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive data with discretion.

Responsibilities

• Assist with administrative support to the Talent Acquisition Manager and HR team.
• Coordinate interview scheduling between candidates, hiring managers, and leadership teams.
• Maintain job postings across internal and external platforms and career sites.
• Monitor recruiting inboxes and respond to candidate inquiries promptly.
• Assist with candidate sourcing, ATS data entry, and recruitment outreach.
• Track and maintain candidate pipelines within the ATS.
• Ensure records, interview notes, and documentation are up to date.
• Support recruitment for high-volume, professional, technical, and leadership roles.
• Coordinate recruiting events and career fairs.
• Prepare candidate packets, interview materials, and offer documentation.

Skills

Attention to detail

Communication

Time management

Organizational skills

Problem solving

Adaptability

Collaboration

Active listening

Discretion

Interpersonal skills

Education

Associate’s degree

Bachelor’s degree

Tools

Paylocity

Microsoft Office

Job description

Description

JOB SUMMARY:

The Talent Acquisition Coordinator is responsible for providing administrative and operational support to the Talent Acquisition Manager and Recruitment team. This position plays a critical role in supporting the organization's recruiting efforts by coordinating recruiting activities, maintaining applicant tracking system (ATS) records, facilitating candidate communications, scheduling interviews, supporting onboarding activities, creating reports and ensuring recruitment processes are completed efficiently, accurately, and in compliance with company policies.

The Talent Acquisition Coordinator serves as a key point of contact throughout the recruitment process, helping deliver a positive candidate and hiring manager experience while supporting the organization's talent acquisition goals. Key contributor to a positive employee experience through efficient onboarding and compliance.

KEY RESPONSIBILITIES:

Recruitment Administration

• Provide administrative support to the Talent Acquisition Manager and HR team.
• Coordinate all aspects of interview scheduling between candidates, hiring managers, and leadership teams.
• Maintain job postings across internal and external recruiting platforms, job boards, social media channels, and company career sites.
• Monitor recruiting inboxes and respond to candidate inquiries in a timely and professional manner.
• Assist with candidate sourcing activities, database searches, talent pool development, and recruitment outreach efforts.
• Track and maintain candidate pipelines within the Applicant Tracking System (ATS).
• Ensure candidate records, interview notes, and hiring documentation are accurately maintained and updated.
• Support recruitment efforts for high-volume, professional, technical, and leadership positions as assigned.
• Assist in coordinating recruiting events, career fairs, open houses, and community outreach initiatives.
• Prepare candidate packets, interview materials, offer documentation, and recruitment-related correspondence.

Candidate Experience and Hiring Support

• Serve as a primary point of contact for candidates throughout various stages of the recruitment process.
• Ensure candidates receive timely communications regarding interview schedules, employment opportunities, and onboarding requirements.
• Coordinate pre-employment activities, including background checks, employment verification, drug screenings, and required documentation.
• Assist with offer letter preparation and distribution.
• Facilitate a smooth transition from candidate selection to onboarding.
• Support efforts to enhance candidate engagement and create a positive recruiting experience.

Applicant Tracking System (ATS) and Recruitment Data Management

• Maintain accurate recruiting records within the Applicant Tracking System and other recruitment databases.
• Generate recruitment reports and analytics as requested by the Talent Acquisition Manager.
• Monitor recruitment metrics including applicant flow, interview activity, source effectiveness, and hiring progress.

Employer Branding and Recruitment Marketing Support

• Support employer branding initiatives through recruitment marketing efforts and candidate engagement activities.
• Assist in the creation and distribution of recruiting materials, employment advertisements, and hiring campaigns.
• Coordinate employee referral program communications and tracking.
• Help maintain the organization's presence on recruiting platforms and professional networking sites.
• Support community partnerships, educational outreach, and workforce development initiatives.

Compliance and Confidentiality

• Ensure recruitment activities comply with federal, state, and local employment laws and regulations.
• Maintain confidentiality of candidate, employee, and organizational information.
• Maintain recruiting documentation in accordance with company policies and record retention requirements.
• Support audit preparation and compliance reviews related to recruitment activities.

General Human Resources Support

• Assist with new hire onboarding activities including orientation scheduling, new hire documentation, and system set-up coordination.
• Collaborate with HR team members to ensure seamless handoff of employees from recruitment to onboarding.
• Support special projects, workforce initiatives, and process improvement efforts as assigned.
• Perform other duties as assigned by the Talent Acquisition Manager or Human Resources leadership.

Requirements

• Education: Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Experience: 1–2 years of experience in Recruitment or HR administration.
• Technical Skills: Proficiency in ATS systems (Paylocity a plus) and computer skills and Microsoft suite of applications.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive data with discretion.
• Time management and ability to prioritize tasks.
• Problem-solving and adaptability in a fast-paced environment.
• Collaborative mindset with the ability to work independently.
• Active listening skills, responsive, and strong follow-up practices
• Approachable, proactive, and professional attitude
• Exceptional organizational skills, attention to detail, and timely documentation

Working Conditions:

This is a position based in a professional office environment.

• Standard business hours apply in office daily, with occasional extended hours required to meet project deadlines or attend leadership meetings.
• Frequent use of computers, phone system, and ATS and HR management software.
• Read, comprehend, and communicate clearly and concisely in the work environment and with employees (e.g., explain instructions, rules, and procedures).
• Must be comfortable navigating multiple systems and screens simultaneously.
• Requires clear, professional verbal communication and active listening skills.
• Fast-paced environment.
• Must be able to manage time effectively and prioritize tasks.
• Frequent collaboration with cross-functional teams across the organization.
• Daily and consistent attendance is required for this role