Staffing Coordinator

Concertina Team; United States; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

WFH set-up

Career advancement opportunities

HMO for employee and family

Job summary

Concertina Team is seeking a Staffing Coordinator to join a fast-moving staffing services team and serve as the front line for applicants, field employees, and client inquiries. You will keep the application pipeline moving and the applicant database accurate, documenting and communicating job orders without delay.

The role requires handling high call and email volume, strong administrative skills, and a commitment to timely responses.

Qualifications

• 5+ years in staffing coordination, recruitment support, or HR administration.
• Experience supporting US-based clients, applicants, or operations.
• Proficiency with applicant tracking systems and recruitment databases.
• Excellent verbal and written communication with a professional phone presence.

Responsibilities

• Answer, screen, and direct calls promptly to minimize voicemail during business hours.
• Relay communications to the correct team members immediately upon receipt.
• Assist applicants and field employees through intake processes.
• Check in applicants and enter availability into the system.
• Coordinate applicant flow through application and interview stages.
• Process new website applicants and online respondents within one business day.

Skills

Administrative skills

High volume communication

ATS experience

People orientation

Verbal and written communication

Organizational skills

Discretion with confidential info

Teamwork

Adaptability

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

AviontéBOLD

Job description

We are seeking a Staffing Coordinator to serve as the front line of a fast-moving staffing services team. This role is the first point of contact for applicants, field employees, and client inquiries — keeping the application pipeline moving, the applicant database accurate, and every job order documented and communicated without delay.

The ideal candidate has a strong administrative backbone, thrives on high call and email volume, and is comfortable working against tight response-time standards. Experience with applicant tracking systems and a genuine enjoyment of working with people are essential to succeeding in this position.

Job Responsibilities:

• Answer, screen, and direct incoming calls promptly, ensuring minimal calls roll to voicemail during business hours.
• Relay applicant, employee, and client communications to the appropriate team members immediately upon receipt.
• Receive and assist applicants and field employees, directing them through the appropriate intake process.
• Check in applicants and enter availability into the computer system.
• Initiate the application process and coordinate applicant flow through application and interview stages.
• Process new website applicants and online job posting respondents within one business day of receipt.
• Make initial contact with all applicants no later than two business days from application.
• Conduct thorough criminal background checks and enter results within 48 hours of interview.
• Maintain working knowledge of all open job orders and flag qualified interested candidates to Staffing Specialists.
• Maintain the applicant tracking database, including new entries, post-offer onboarding, and record amendments.
• Record new job orders, enter them into the system and tracking spreadsheet, and communicate to the team within one hour of receipt.
• Fulfill job orders by contacting applicants, emailing bios and resumes to clients, and scheduling interviews.
• Provide clients with job fill status updates a minimum of every other day.
• Coordinate post-offer onboarding, including hiring documents, safety and harassment training, drug testing, and customer orientation.
• Enter, edit, and close placements in the system.
• Communicate attendance matters and employee call-offs to Staffing Specialists and clients within established time windows.
• Assist with monitoring employee performance and attendance, and prepare written warnings and separation notices as needed.
• Support disciplinary activities, including delivery of verbal and written warnings.
• Scan, attach, file, and archive onboarding, separation, and disciplinary paperwork on a consistent schedule.
• Coordinate random and walk-in drug testing, and administer client-specific job-related assessments.
• Issue skills assessments, review scores, and prepare score summary documentation.
• Maintain current versions of all business forms and support general office administrative tasks.
• Participate in candidate recruitment efforts across job fairs, internet channels, and other media.

Qualifications:

• At least 5 years of relevant experience in staffing coordination, recruitment support, HR administration, or a related field.
• Prior experience supporting US-based clients, applicants, or operations.
• Working knowledge of applicant tracking systems and recruitment databases.
• Proficiency in Microsoft 365 tools (Excel, Word, Outlook, Teams).
• Excellent verbal and written communication skills with a professional phone presence.
• Strong organizational skills and the ability to manage high volumes of data and detail accurately.
• Ability to remain focused, effective, and courteous under pressure.
• Proven ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and a collaborative, team-oriented mindset.
• Adaptability to shifting priorities in a fast-paced environment.
• Bachelor's degree or equivalent work experience preferred.
• Experience with AviontéBOLD or similar staffing platforms preferred.
• Background in light industrial or high-volume staffing preferred.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.
• Competitive salary with performance-based incentives.
• WFH set-up
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.