Search Coordinator - In House Practice Group

Major, Lindsey & Africa; Washington (District of Columbia); Hybrid; USD 55,000 - 82,000; Full time

Job summary

Major, Lindsey & Africa in Washington, DC is seeking a Search Coordinator to support our recruiters with scheduling, travel logistics, and client coordination in a hybrid setup. The role requires meticulous organization, clear communication, and the ability to work with some independent initiative.

The candidate will manage interviews, travel logistics, and document preparation, while maintaining confidential records in the ATS and collaborating with cross-functional teams.

Qualifications

• College graduate, preferred.
• 2–4 years of administrative support or related experience.
• Prior experience working with a professional services firm is a plus.

Responsibilities

• Coordinate complex scheduling across interviews and meetings (video, phone, in-person).
• Serve as face of the organization; communicate with candidates and clients about the search process.
• Arrange candidate travel for interviews using Concur; reconcile receipts.

Skills

Organizational skills

Interpersonal communication

Independent work

Attention to detail

MS Office 2016

Video conferencing

Confidentiality

Professional conduct

Team-oriented

Education

College degree

2-4 years admin support

Experience in professional services firm

Tools

Concur

LinkedIn

Job description

The ideal Search Coordinator will provide ongoing, top-notch, assistance to several recruiters / consultants. This role is an integral part of the recruiting process. This role requires a high level of attention to detail, excellent organizational and client skills, follow-through on tasks, and the ability to work with some level of independence. This is a hybrid role which requires 2 days in the DC office, and 3 days remote.

Essential Functions & Duties

Talent Management

• Complex Scheduling across all mediums (via video, telephone, in-person) which includes Managing Director interviews with candidates, candidate/client interviews, internal team meetings, and recurring client meetings. Ensure that all parties have information necessary for interviews or meetings and maintain meeting integrity (i.e., rescheduling, tech support etc.)
• Candidate/Client Experience: Serve as the face of our organization, communicates clearly with candidates and clients regarding the search process, serve as a key point of contact between MLA/IH and external parties.
• Schedule candidate travel for interviews with the client including flights & hotels using Concur or external websites and reconcile receipts and submit expense reports for candidate reimbursement.

Project Management

• Document Preparation & Review: Prepare, edit, and proof, internal and client deliverables including business development pitch decks, branded resumes, contracts/letters of engagements, position descriptions questionnaires/surveys, client status reports, candidate summaries, candidate reports, and candidate profiles.
• Business Development: Draft contracts, company research/client bios and LinkedIn, pitch decks, Intro letter, client list requests.
• Draft and publish job postings to be listed on MLA and other external websites; maintain the posting throughout the life cycle of the search. Liaise with the corporate research teams to facilitate additional sourcing of candidates for client searches.
• Document, track, and maintain confidential records, including status of client searches, candidate submissions and interviews. Ensure final documents are uploaded to their appropriate records.
• Maintain data integrity in the applicant tracking system such as updating incomplete/duplicate records, candidate moves, updating client contacts, creating needs as necessary etc.
• Own the process for non-solicitation contractual obligations as it relates to placements of candidates and our clients.
• Oversee billing process, which includes reviewing contracts and offer letters, entering placement details to request invoice, sending invoice to client, and closing out placement in applicant tracking system.
• Manage and Organize Marketing and Business Development Lists for the recruiting teams.
• Create and maintain candidate relationship management/account management reports, run internal candidate reports, and maintain client contact records.

Minimum Education and/or Experience

• College graduate, preferred.
• 2-4 years of administrative support, project management or related experience.
• Prior experience working with a professional services firm a plus.

Skills/Abilities

• Top notch organizational and prioritization skills.
• Exceptional interpersonal and communication skills (both oral and written); Ability to interact professionally with executive level clients and candidates as well as colleagues.
• Self-motivated; Ability to work both independently and within a collaborative, "team-oriented" environment.
• Strong attention to detail.
• Very strong Microsoft Office 2016 computer skills: Outlook, Word, Excel, Teams and PowerPoint.
• Proficiency with video conferencing technology.
• Maintain MLA Confidentiality: Safeguard and keep confidential all information, observations, and viewpoints regarding candidates and client business.
• Demonstrate the utmost professional and ethical conduct.
• The salary range for this position is $54,800 - $82,000, we expect to extend an offer in the range of $60,000 - $70,000, based on experience.

Major, Lindsey & Africa does not discriminate against applicants on the basis of age, sex, race or any other protected characteristic pursuant to applicable state or federal laws. We believe in creating a culture where all of our colleagues can bring their full, authentic selves to work and feel included and positioned for success.