Recruitment Coordinator

Confidential; Warrendale (Allegheny County); On-site; USD 42,000 - 65,000; Full time

Job summary

Confidential is seeking a mid-level Recruiting Coordinator to support the organization’s recruiting and hiring activities by coordinating interviews, maintaining candidate records, communicating with candidates and hiring teams, and assisting with pre-employment processes.

You will manage interview schedules, coordinate travel, serve as primary contact for candidates, maintain ATS data, and assist with job postings, screenings, offers, and onboarding.

Qualifications

• Associate degree in Human Resources, Business Administration, or a related field required; bachelor’s degree preferred.
• 1–5 years of recruiting coordination, talent acquisition, human resources, or administrative experience.
• Experience coordinating interviews and supporting multiple recruiters or hiring managers.
• Prior experience using an applicant tracking system and maintaining recruiting data.
• Experience supporting high-volume or multi-position recruiting is preferred.

Responsibilities

• Coordinate phone, virtual, and in-person interviews between candidates, recruiters, and hiring managers.
• Manage complex interview schedules, including panel interviews and candidate travel arrangements.
• Serve as a primary point of contact for candidates throughout the interview and pre-employment process.
• Maintain accurate candidate and requisition information within the applicant tracking system.
• Assist recruiters with job postings, candidate screening, interview preparation, and recruitment-related documentation.
• Prepare and distribute interview schedules, candidate materials, offer documents, and hiring communications.
• Coordinate background checks, employment verifications, drug screenings, and other pre-employment requirements.
• Monitor candidates’ progress through the hiring process and follow up on outstanding actions or documentation.

Skills

Interview scheduling

Calendar management

Organizational skills

Written and verbal communication

Attention to detail

Customer service

Education

Associate degree in HR/Business Admin

Bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Applicant Tracking System

Job description

The Recruiting Coordinator supports the organization’s recruiting and hiring activities by coordinating interviews, maintaining candidate records, communicating with candidates and hiring teams, and assisting with pre-employment processes. This mid-level position requires prior recruiting coordination experience, strong organizational skills, and the ability to independently manage multiple open positions and competing priorities.

Key Responsibilities

• Coordinate phone, virtual, and in-person interviews between candidates, recruiters, and hiring managers.
• Manage complex interview schedules, including panel interviews, schedule changes, and candidate travel arrangements when required.
• Serve as a primary point of contact for candidates throughout the interview and pre-employment process.
• Maintain accurate candidate and requisition information within the applicant tracking system.
• Assist recruiters with job postings, candidate screening, interview preparation, and recruitment-related documentation.
• Prepare and distribute interview schedules, candidate materials, offer documents, and hiring communications.
• Coordinate background checks, employment verifications, drug screenings, reference checks, and other pre-employment requirements.
• Monitor candidates’ progress through the hiring process and follow up on outstanding actions or documentation.
• Support new-hire onboarding by coordinating start dates, orientation details, system access, and required paperwork.
• Generate recruiting reports and track metrics such as open positions, interview activity, time-to-fill, and candidate status.
• Maintain confidentiality of candidate, employee, and organizational information.
• Identify opportunities to improve recruiting processes, candidate communication, and scheduling efficiency.
• Provide guidance and support to junior coordinators when needed.
• Ensure recruiting activities comply with company policies and applicable employment laws.

Minimum Education & Experience Requirements

• Associate degree in Human Resources, Business Administration, or a related field required; bachelor’s degree preferred.
• One to five years of recruiting coordination, talent acquisition, human resources, or administrative experience.
• Experience coordinating interviews and supporting multiple recruiters or hiring managers.
• Prior experience using an applicant tracking system and maintaining recruiting data.
• Experience supporting high-volume or multi-position recruiting is preferred.

Special Requirements

• Ability to maintain strict confidentiality and appropriately handle sensitive information.
• Ability to work independently, prioritize assignments, and meet established deadlines.
• Occasional flexibility outside normal business hours may be required to accommodate interviews or hiring needs.

Knowledge, Skills, and Abilities

• Strong interview scheduling, calendar management, and organizational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Working knowledge of applicant tracking systems and recruitment platforms.
• Understanding of recruiting workflows, candidate management, and pre-employment processes.
• Ability to manage multiple open positions, candidates, deadlines, and competing priorities.
• Strong customer service skills and the ability to provide a professional candidate experience.
• Ability to collaborate effectively with recruiters, hiring managers, HR professionals, and external vendors.
• Sound judgment, professionalism, adaptability, and problem-solving skills.