Virtual Recruitment Coordinator

Hire Engine Inc.; United States; Remote; USD 25,000 - 44,000; Part time

Benefits offered by this job

Fully remote

Flexible part-time schedule

Growth opportunities

Job summary

Hire Engine Inc. is a boutique Canadian recruitment firm seeking a Virtual Recruitment Coordinator to manage early-stage recruitment processes.

You will screen candidates, schedule interviews, and maintain accurate records in our ATS. This role emphasizes organization, confidentiality, and professional candidate interactions in a fully remote setup.

Qualifications

• Experience in recruitment coordination or HR administration.
• Ability to conduct structured conversations with candidates.
• Excellent written and spoken English.
• Strong data entry and organizational skills.
• Experience with ATS/CRM systems.

Responsibilities

• Contact applicants by phone, email, or video to schedule initial screening.
• Conduct 10–20 minute structured interviews using screening questions.
• Capture compensation expectations, work locations, and availability.
• Upload resumes and organize candidate data and notes.
• Maintain a searchable candidate database and progress through pipeline.

Skills

Recruitment coordination

HR administration

Candidate screening

ATS/CRM experience

Attention to detail

Data entry

Remote work

Microsoft Office

Tools

Workwolf

ATS/CRM systems

Job description

Virtual Recruitment Coordinator

Candidate Screening & ATS Administration

Company: Hire Engine Inc.

Location: Remote | Edmonton, Alberta-based company

Position Type: Part-Time, with potential for growth

Schedule: Flexible, with availability during Canadian business hours (Mountain Time)

Compensation: Competitive, based on experience and location

About Hire Engine

Hire Engine Inc. is a boutique Canadian recruitment and talent consulting firm helping organizations make smarter hiring decisions.

We work with companies across construction, environmental services, industrial operations, manufacturing, logistics, professional services, and other specialized industries.

Our approach goes beyond matching resumes to job descriptions. We focus on understanding people, evaluating their qualifications, and helping employers reduce the risks associated with hiring.

Our philosophy is simple:
Measure Twice. Hire Once.

The Opportunity

We're looking for a highly organized, personable, and detail-oriented Virtual Recruitment Coordinator to help manage the early stages of our recruitment process.

What You’ll Be Doing

• Contact applicants by phone, email, or video to arrange initial screening conversations.
• Conduct structured 10–20-minute preliminary interviews using established screening questions and job requirements.
• Confirm relevant employment experience, qualifications, certifications, and technical competencies.
• Discuss employment history, career interests, reasons for seeking new opportunities, and candidate availability.
• Capture compensation expectations, preferred work locations, willingness to relocate or travel, and anticipated start dates.
• Ask appropriate follow‑up questions to clarify candidate responses.
• Identify candidates who appear to meet the essential requirements of a position and flag areas requiring further review.
• Provide a professional, friendly, and respectful candidate experience.
• Maintain accurate and complete candidate profiles within Workwolf.
• Enter interview notes, screening responses, qualifications, and other relevant candidate information.
• Upload resumes and supporting documentation.
• Organize candidates using established tags, categories, and recruitment pipeline stages.
• Update candidate statuses and record recruitment activity.
• Identify incomplete candidate records and obtain missing information.
• Maintain a searchable, well-organized candidate database for current and future recruitment assignments.
• Ensure information is recorded consistently, accurately, and promptly.
• Schedule follow-up interviews between candidates and the senior recruitment consultant.
• Send interview confirmations, reminders, and follow‑up communications.
• Respond to routine candidate inquiries using approved messaging.
• Monitor active recruitment pipelines and identify candidates requiring follow‑up.
• Assist with candidate outreach and re‑engagement campaigns.
• Support job posting administration and applicant management when required.
• Help ensure candidates receive timely communication throughout the recruitment process.
• Prepare concise candidate screening summaries highlighting qualifications, experience, compensation expectations, availability, and relevant observations.
• Identify potential gaps between candidate qualifications and position requirements.
• Flag promising candidates for further assessment.
• Maintain simple recruitment activity reports, including screening volumes, candidate responses, and follow‑up requirements.
• Provide regular updates on outstanding screening activities and recruitment pipeline progress.

What We’re Looking For

Required Qualifications

• Previous experience in recruitment coordination, HR administration, candidate screening, or a similar virtual support role.
• Excellent spoken and written English.
• Strong telephone communication and interpersonal skills.
• Ability to conduct professional, structured conversations with candidates from a variety of industries and backgrounds.
• Exceptional attention to detail and accurate data entry skills.
• Experience working with an applicant tracking system (ATS), CRM, or comparable database.
• Strong organizational and time-management skills.
• Comfortable working independently in a remote environment.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and online communication tools.
• Reliable internet connection, a quiet workspace, and appropriate equipment for professional candidate calls.
• Ability to maintain strict confidentiality when handling candidate and client information.

Preferred Qualifications

• Experience working with a recruitment agency, executive search firm, or staffing company.
• Familiarity with Workwolf or similar applicant tracking systems.
• Experience conducting initial telephone or video screening interviews.
• Familiarity with recruitment in construction, industrial services, transportation, logistics, manufacturing, or technical occupations.
• Experience supporting Canadian recruitment processes.
• Ability to interpret job descriptions and identify essential qualifications.
• Experience preparing candidate profiles or recruitment summaries.

What Success Looks Like

• Candidates receive prompt, professional, and consistent communication.
• Preliminary screening interviews are completed thoroughly and efficiently.
• Candidate information is captured accurately and entered into Workwolf.
• Recruitment pipelines remain organized and up to date.
• Qualified candidates are promptly brought forward for further consideration.
• The senior recruitment consultant spends less time on administrative screening and more time with clients and shortlisted candidates.
• No promising candidate is overlooked because of incomplete records or missed follow‑up.

Who Will Thrive Here?

• Enjoys speaking with people and learning about their professional backgrounds.
• Knows how to ask good questions and listen carefully.
• Takes pride in organized, accurate records.
• Can follow an established process without needing constant supervision.
• Is comfortable managing several recruitment assignments simultaneously.
• Understands the importance of discretion and confidentiality.
• Takes initiative when something needs attention.
• Wants to contribute to a growing business where their work makes a meaningful difference.

Why Work With Hire Engine?

• Fully remote opportunity.
• Flexible part‑time working arrangement.
• Opportunity to work directly with an experienced Canadian recruitment professional.
• Exposure to diverse industries, occupations, and recruitment assignments.
• Established screening processes and training on our recruitment systems.
• Potential to expand responsibilities and working hours as the business grows.
• Opportunity to make a meaningful contribution to a growing recruitment consultancy.

Hire Engine Inc.

Measure Twice. Hire Once.

We welcome applications from qualified candidates and are committed to a fair, respectful, and inclusive recruitment process.