Scheduling Coordinator

Aston Carter; Seattle (WA); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical

Dental

Vision

PTO / Vacation or Sick Leave

Job summary

Aston Carter is seeking a Scheduling Coordinator in Seattle to support end-to-end hiring activities. You will manage interview scheduling, maintain candidate records, and liaise with recruiters and hiring teams in a fast-paced environment.

The role emphasizes strong organizational and communication skills, attention to detail, and proficiency with MS Word, Excel, PowerPoint, and ATS tools. This is a fully onsite contract position based in Seattle.

Qualifications

• 1+ year in recruiting coordination or similar role.
• Proficient MS Word, Excel and PowerPoint.
• Bachelor's degree required.
• Experience scheduling and calendar coordination in a professional setting.
• Strong written and verbal communication.
• Experience with ATS or recruiting tools.

Responsibilities

• Schedule interviews and phone screens with candidates and hiring teams.
• Update candidate records and job postings in ATS and systems.
• Confirm new hires and support related admin processes.
• Provide timely follow-up to candidates by phone and email.
• Track recruiting activity and prepare weekly pipeline reports.
• Coordinate post-interview debriefs and materials.
• Identify opportunities to improve scheduling and candidate experience.
• Assist with other recruiting activities as needed.

Skills

Scheduling

Calendar coordination

MS Word

Excel

PowerPoint

ATS experience

Administrative skills

Communication

Customer service

Attention to detail

Education

Bachelor's degree

Tools

MS Word

Excel

PowerPoint

Job description

Job Title: Scheduling Coordinator

Job Description

The Recruiting Coordinator works closely with a team of recruiters in a fast-paced recruiting organization to support end-to-end hiring activities and deliver an exceptional candidate experience. This role serves as an integral partner in managing recruiting logistics, maintaining accurate candidate records, and building strong relationships with both candidates and internal stakeholders. The position is ideal for someone who enjoys organization, thrives in a dynamic environment, and wants to broaden their experience within a top-tier recruiting function.

Responsibilities

• Schedule interviews and phone screens by working directly with candidates and hiring teams, including arranging travel logistics for visiting candidates when needed.
• Update candidate records and job postings in applicant tracking and recruiting systems, ensuring information is accurate and current.
• Confirm new hires in the recruiting systems and support the completion of related administrative processes.
• Provide timely follow-up correspondence to candidates regarding their recruiting status via phone and email, ensuring clear and professional communication.
• Track recruiting activities and prepare weekly reports that summarize candidate status and pipeline progress.
• Coordinate post-interview debrief meetings, including scheduling participants and providing all necessary debrief materials.
• Identify opportunities to improve the candidate experience and enhance scheduling efficiency, and share recommendations with the recruiting team.
• Assist with the coordination and execution of other recruiting activities and projects as needed to support the broader recruiting function.

Essential Skills

• At least 1 year of experience as a recruiting coordinator or in a coordination-focused role.
• Proficiency with MS Word, Excel, and PowerPoint.
• Bachelors degree.
• Demonstrated experience with scheduling and calendar coordination in a professional environment.
• Strong administrative skills, including managing documentation and maintaining accurate records.
• Effective written and verbal communication skills.
• Experience using applicant tracking systems (ATS) or similar recruiting tools.
• High attention to detail and accuracy when handling candidate data and scheduling tasks.
• Customer service mindset with a focus on supporting candidates and internal stakeholders.

Additional Skills & Qualifications

• Superb customer focus and a strong commitment to providing a positive candidate experience.
• Excellent organization skills with the ability to manage multiple tasks and priorities simultaneously.
• Strong oral and written communication skills, including professional phone and email etiquette.
• Ability to work effectively in a fast-paced, quickly changing environment.
• Proven ability to collaborate with internal and external partners, including hiring teams and candidates.
• Comfort with handling confidential information with discretion and professionalism.

Work Environment

This role is 100% onsite in Seattle and operates within a fast-paced, dynamic recruiting organization. The Recruiting Coordinator works closely with recruiters, hiring teams, and candidates in a collaborative office setting. The position relies on regular use of MS Word, Excel, PowerPoint, and applicant tracking systems to manage scheduling, reporting, and candidate records. The environment emphasizes responsiveness, adaptability, and strong communication as priorities while supporting a high volume of recruiting activit

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay and Benefits

The pay range for this position is $24.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical
• dental & vision
• Critical Illness
• Accident, and Hospital 401(k) Retirement Plan
• Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Seattle,WA.

Application Deadline

This position is anticipated to close on Oct 12, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] ([e-mail]) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.