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Key Responsibilities and Required Skills for a Talent Coordinator

💰 $48,000 - $70,000

Human ResourcesTalent AcquisitionRecruitingAdministrative

🎯 Role Definition

A Talent Coordinator is the organizational powerhouse and master orchestrator at the heart of the recruiting process. This role is fundamentally about creating a seamless, positive, and efficient experience for both candidates and the internal hiring team. You are the central point of contact, managing the complex logistics of the hiring journey from application to offer. More than just an administrator, the Talent Coordinator is a brand ambassador and the guardian of the candidate experience, ensuring every individual who interacts with the company feels valued and respected. By flawlessly managing schedules, communications, and data, you enable Recruiters and Hiring Managers to focus on finding and assessing the best talent, making you an indispensable partner in building a world-class team.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Assistant or Administrative Assistant
  • Recent Graduate (with a focus on HR, Business, or Communications)
  • Customer Service or Hospitality roles requiring strong coordination

Advancement To:

  • Recruiter / Talent Acquisition Specialist
  • Sourcer
  • HR Generalist

Lateral Moves:

  • HR Coordinator
  • Onboarding Specialist
  • People Operations Coordinator

Core Responsibilities

Primary Functions

  • Mastermind and meticulously manage complex interview schedules across multiple time zones, coordinating availability between candidates, hiring managers, and interview panels.
  • Serve as the primary, high-touch point of contact for candidates throughout the entire interview process, answering questions and ensuring they feel informed, prepared, and valued.
  • Maintain impeccable data integrity within the Applicant Tracking System (ATS), ensuring all candidate profiles, statuses, and feedback are updated in real-time.
  • Coordinate all logistical aspects for both virtual and on-site interviews, including sending calendar invitations, booking conference rooms, and setting up video conference links.
  • Prepare and distribute comprehensive interview packets and relevant materials to the hiring team, ensuring they are fully equipped for productive and insightful conversations.
  • Champion an exceptional candidate experience at every touchpoint, from initial contact to final disposition, ensuring it reflects the company's culture and values.
  • Initiate, monitor, and troubleshoot pre-employment screening processes, such as background checks and reference checks, while upholding strict confidentiality.
  • Draft and issue offer letters and new hire employment agreements with precision, ensuring all details are accurate, compliant, and delivered in a timely manner.
  • Partner closely with Recruiters and Hiring Managers to gain a deep understanding of role priorities, interview structures, and scheduling urgencies.
  • Act as the welcoming face of the company for on-site interviews, greeting candidates warmly and ensuring their visit is comfortable and positive.
  • Proactively gather and consolidate interview feedback from the hiring team to facilitate swift and well-informed hiring decisions.
  • Post and manage job descriptions across various career sites and professional networks, ensuring they are formatted correctly and attract a diverse applicant pool.
  • Assist in the coordination and execution of recruiting events, including career fairs, university recruitment drives, and virtual hiring open houses.
  • Manage the candidate travel and expense reimbursement process, providing clear instructions and ensuring timely payments.
  • Track and report on key recruiting metrics, such as time-to-fill, interview volume, and pipeline activity, to support data-driven talent strategies.

Secondary Functions

  • Support the new hire onboarding process by preparing materials, coordinating with IT and other departments, and ensuring a seamless Day 1 experience.
  • Contribute to ad-hoc talent acquisition projects, such as employer branding campaigns, process improvement initiatives, and ATS optimization efforts.
  • Maintain and organize essential talent acquisition documentation, including process guides, templates, and training materials for the team.
  • Assist with sourcing and identifying potential candidates through various channels for entry-level or high-volume positions as needed.
  • Manage relationships and coordinate candidate submissions with external recruiting agencies or vendors when required.
  • Participate in regular team meetings and planning sessions to align on priorities and contribute to the overall recruiting strategy.

Required Skills & Competencies

Hard Skills (Technical)

  • ATS Proficiency: Hands-on experience with at least one major Applicant Tracking System (e.g., Greenhouse, Lever, Workday Recruiting, iCIMS).
  • Advanced Calendaring: Expertise in managing complex scheduling via Microsoft Outlook or Google Calendar across multiple time zones.
  • HRIS Familiarity: Basic understanding of Human Resources Information Systems for data entry and employee record management.
  • MS Office / Google Suite: Strong command of tools like Word, Excel, PowerPoint, and their Google equivalents for documentation, tracking, and communication.
  • Video Conferencing Tools: Proficiency in using platforms like Zoom, Microsoft Teams, and Google Meet for setting up virtual interviews.
  • Job Board Management: Experience posting and managing listings on platforms like LinkedIn, Indeed, and other niche job boards.

Soft Skills

  • Exceptional Organization & Time Management: The ability to juggle a high volume of tasks, priorities, and schedules simultaneously without sacrificing quality.
  • Impeccable Attention to Detail: A relentless commitment to accuracy in all aspects of the job, from scheduling to data entry and communication.
  • Proactive & Clear Communication: The skill to provide clear, timely, and professional updates to candidates, recruiters, and hiring managers, anticipating their needs before they ask.
  • Customer Service Mindset: A genuine passion for creating a positive, welcoming, and supportive experience for every candidate, regardless of the outcome.
  • Adaptability & Problem-Solving: The capacity to think on your feet, gracefully handle last-minute changes, and find creative solutions to scheduling conflicts.
  • High Level of Discretion: The proven ability to handle confidential and sensitive information with the utmost integrity and professionalism.
  • Collaborative Spirit: A natural inclination to partner effectively with a diverse group of stakeholders to achieve shared hiring goals.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Communications
  • Psychology

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a coordination, administrative, or customer-facing role where organization and communication were key responsibilities.

Preferred:

  • At least 1 year of direct experience within a recruiting or HR department is highly desirable.
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