Search Coordinator - PPG

Major, Lindsey & Africa; New York (NY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Major, Lindsey & Africa is seeking a Search Coordinator to support recruiters with complex scheduling and document preparation. This hybrid role requires 2 days in the NYC office, interacting with interviewers, clients, and candidates to ensure smooth processes.

The ideal candidate will have 2–4 years of administrative or project support experience, college degree preferred, and strong MS Office and video conferencing skills. Collaboration with teams and confidentiality are essential.

Qualifications

• College degree preferred and relevant administrative experience.
• Experience supporting recruiting or professional services teams is a plus.
• Strong organization, prioritization, and communication skills.

Responsibilities

• Coordinate complex scheduling across interviews, meetings and client calls.
• Prepare and proof internal and client-facing documents and submissions.
• Maintain accurate records in the applicant tracking system and databases.
• Assist with billing processes, contracts, and placement documentation.
• Support marketing and business development lists for recruiting teams.

Skills

Organizational skills

Interpersonal skills

Communication skills

Attention to detail

Independent & collaborative work

Education

College degree preferred

2–4 years of admin support / project management

Experience in professional services firm a plus

Tools

Microsoft Office

Video conferencing tools

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 is a hybrid role which requires 2 days in the NYC office.

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.)
• Submit candidates to law firms on behalf of recruiters including drafting, proofing and editing, gathering candidate documents, compiling contact lists, and sending the final submission email or submitting to client portal.

Project Management

• Document Preparation: Prepare, edit, and proof, internal and client facing documents including submission letters, business plans and more complex candidate presentation documents.
• 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.
• (Law Firm) Coordinate with the appropriate team regarding open law firm positions. Use template for Needs Team when requesting or updating needs.
• (Law Firm) Maintain Submission Contacts list and update client contacts in database regularly.
• (Law Firm) Create candidate relationship 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.

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.