Talent Acquisition Coordinator

Planet Pharma; South San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Planet Pharma is seeking a Talent Acquisition Coordinator to support recruiting operations and ensure a positive candidate experience. You will schedule interviews across time zones, manage candidate communications, and support onboarding and internship programs while maintaining confidential information.

Collaborate with recruiters and hiring managers, coordinate onsite logistics, and help maintain accurate requisitions and reports in BambooHR.

Qualifications

• Experience coordinating interviews and calendar management across time zones.
• Strong organizational skills with attention to detail and ability to handle confidential information.
• Excellent written and verbal communication with candidates, recruiters, and cross-functional partners.
• Familiarity with applicant tracking systems and recruiting workflows.

Responsibilities

• Schedule and manage virtual and onsite interviews across time zones.
• Prepare candidate communications and interview itineraries.
• Support hiring teams with interview plans, materials, and feedback expectations.
• Coordinate onsite logistics, including rooms, parking, breaks, and meals.
• Manage candidate records, requisitions, and postings in BambooHR; ensure data accuracy.

Skills

Organization

Communication

Confidentiality

Collaboration

Outlook/Zoom/Office

BambooHR

Power Platform

Tools

BambooHR

Power Platform

Outlook/Calendar

Microsoft Office

Job description

Talent Acquisition Coordinator

Department: People and Talent Acquisition

Position Summary

The Talent Acquisition Coordinator supports recruiting operations and a positive candidate experience through interview scheduling, candidate communications, onsite logistics, job requisition administration, and internship-program coordination. This role partners with recruiters, hiring managers, and internal teams to keep recruiting activities accurate, timely, organized, and confidential.

Key Responsibilities

• Interview coordination: Schedule and manage virtual and onsite interviews across time zones using the shared Talent Acquisition calendar. Confirm availability, maintain Zoom details, distribute interview materials, track responses, and resolve scheduling changes or connection issues.
• Candidate communications: Prepare interview confirmations and itineraries, communicate next steps, and serve as a contact for candidate questions throughout the interview process.
• Hiring team support: Coordinate interview plans, verify interviewer and role information, distribute preparation materials and feedback expectations, and facilitate timely handoffs among hiring teams and recruiting partners.
• Onsite logistics: Coordinate candidate arrivals, rooms, parking instructions, hosting, breaks, lunches, tours, and interviewer transitions. Support approved travel and reimbursement coordination.
• Recruiting administration: Maintain accurate candidate records, calendars, and trackers. Create draft requisitions in BambooHR, publish approved openings, maintain posting details and the Job Requisition Report, and follow up on missing information or approvals.
• Confidentiality agreements: Prepare and send candidate CDAs through DocuSign, monitor signatures, and ensure completion before restricted information is shared. Protect confidential candidate and interview materials.
• Internship programs: Support internship requisitions, postings, rosters, communications, events, poster sessions, recognition, and program closeout. Provide day-to-day coordination for interns and managers.
• Talent projects and initiatives: Support Talent Acquisition projects and broader talent initiatives by coordinating timelines, meetings, communications, documentation, data tracking, and follow-up activities. Partner with cross-functional stakeholders to help keep deliverables organized and on schedule.
• Process improvement: Develop templates, checklists, and process guides. Help design and test approved recruiting workflows and automation, preserving human review, accuracy, and data safeguards. Provide operational feedback on recruiting technology and career-site changes.
• Cross-functional support: Provide administrative, coordination, and project support for broader People and Talent initiatives based on evolving team priorities and business needs.

Required Capabilities

• Strong organization, attention to detail, and ability to manage competing priorities.
• Clear, professional, and empathetic written and verbal communication.
• Sound judgment when handling urgent changes and confidential information.
• Effective collaboration with candidates, recruiters, hiring managers, executives, agencies, and cross-functional partners.
• Proficiency with Outlook shared calendars, Zoom, Microsoft Office, and recruiting trackers or applicant-tracking systems.
• Working knowledge of BambooHR recruiting administration and ability to learn approved workflow tools, including Microsoft Power Platform.
• Ability to document processes, identify gaps, and test practical improvements.

Success Measures

• Accurate, complete, and timely interview schedules, confirmations, and recruiting records.
• Prompt resolution of candidate and interviewer questions or scheduling issues.
• Current, approved job postings and completed CDAs before confidential information is shared.
• Well-organized internship programs and a consistently professional candidate experience.
• Improved workflows that reduce repetitive work while maintaining confidentiality and human review.