TALENT ACQUISITION COORDINATOR

Our Talent Acquisition Coordinator serves as the operational backbone of the Talent Acquisition function, owning the execution and coordination of the offer-to-hire process. This role ensures offers; candidate coordination, pre-onboarding documentation, compliance requirements, and onboarding readiness are managed accurately, efficiently, and consistently. The Talent Acquisition Coordinator takes ownership of each candidate from recruiter hand-off through signed offer, verified pre-onboarding requirements, and a clean transition to hired status in Greenhouse Recruiting (GHR), proactively removing barriers and helping drive hiring velocity, quality, and a positive candidate experience.

Responsibilities

• Provides a high-level of customer service to both candidates and internal stakeholders.
• Proactively identify bottlenecks, recurring issues, and opportunities for improvement within the offer-to-hire process.
• Bring forward recommended solutions and partner with Talent leadership to implement recruiting best practices that improve hiring velocity, quality, candidate experience, and process consistency.
• Help document and maintain offer management and pre-onboarding operating procedures to ensure consistent execution across the Professional Talent Acquisition team.
• Owns and Drives Hiring Velocity and Quality
  • Serves as a critical checkpoint in the offer-to-hire process, ensuring every offer, required compliance document, and candidates transitioned to hired status are managed accurately and efficiently.
  • Proactively identifies and resolves issues that could delay an offer, start date, or candidate progression.
  • Understands that delays or errors create recruiter rework, impact the candidate experience, and can directly affect a project’s ability to meet workforce needs.
• Own the end-to-end offer process in Greenhouse Recruiting, from recruiter hand-off through signed offer to hired status.
  • Offer generation and compliance verification.
  • Pre-hire documentation management and collection
  • Hire execution (Hand off to the onboarding team)
  • New hire pipeline tracking and status management
  • New Hire Orientation readiness and onboarding tracking
• Collects, validates, and tracks all required pre-hire documentation for professional hires, including OSHA 10/30 credentials, per diem documentation, and other required pre-employment documentation, ensuring all requirements are accurate, complete, and received prior to the candidate transitioning to the onboarding team.
  • OSHA and other credentials, per diem paperwork, and new hire documentation all must be collected, validated, and on file before a candidate starts. Our coordinators are the checkpoint that keeps this consistent across every region, protecting the company from compliance gaps at the point of hire.
• Candidate & Recruiting Coordination
  • Pre-Onboarding candidate and applicant communication support.
  • Assisting talent acquisition specialists with support needed during the offer stage.
• ATS, Data & Process Integrity
  • Verifying the information needed flows correctly from our applicant tracking system over to the appropriate team. (Example: Payroll employee referral report)
• Coordinate candidate interview travel and coordination such as flights, hotel, and car rentals for the talent acquisition team as required.
  • Travel Communication and itinerary management.
  • Individual travel and coordination support for the talent acquisition team as required.
• Partner and collaborate daily with support groups including but such as our Onboarding, Payroll, Human Resources, People Experience, and the Operations Executive Assistant Team.
• Will be the first line of support for questions regarding all offer management and pre-onboarding talent acquisition operating procedures and best practices.

Qualifications

• 3–5 years of experience in recruiting coordination, talent acquisition operations, human resources, or a highly organized administrative role preferred
• Experience working within an Applicant Tracking System (ATS); Greenhouse experience highly preferred.
• Working knowledge of recruiting and HR processes, with experience supporting offer management, pre-employment, onboarding, or full-cycle recruiting preferred
• Exceptional organizational skills with the ability to manage a high-volume, variable workload while maintaining accuracy, urgency, and diligence.
• Demonstrated ability to take ownership of processes and drive tasks through completion, proactively identifying and resolving issues that could delay hiring.
• Strong problem-solving and critical-thinking skills, with the ability to identify inefficiencies and bring forward practical solutions rather than simply escalating problems.
• Ability to help develop, implement, and maintain recruiting best practices that improve hiring velocity, candidate experience, process consistency, and quality.
• Strong attention to detail, particularly when managing offer documentation, compensation details, approvals, candidate information, and ATS data integrity.
• Ability to effectively coordinate across recruiters, hiring managers, HR, compensation, and other internal stakeholders to keep candidates moving efficiently from offer through hired status.
• Strong sense of urgency and ability to recognize and prioritize time-sensitive hiring activities and candidate needs.
• Excellent written and verbal communication skills with the ability to provide clear, professional, and timely communication to candidates and internal stakeholders.
• Comfortable working independently, exercising sound judgment, and knowing when to act, recommending a solution, or escalating an issue.
• Process-minded and continuously looking for opportunities to simplify workflows, reduce bottlenecks, and improve the overall effectiveness of the recruiting process.
• Ability to track offer-stage activity, identify trends or bottlenecks, and provide visibility into offer status, aging, acceptance, and hiring progress.
• Bilingual is a plus.

Safety Level
This is a safety sensitive position, and all applicable policies including drug test and background check will apply.

#NXCLIND1