Recruiting Coordinator

Location: Plano, Texas

Work Arrangement: On-site or Hybrid

Company: Ultimate Staffing Services

Business Unit: Corporate Human Resources / Talent Acquisition

Employment Type: Full-Time

Position Overview

Ultimate Staffing is seeking a detail-oriented and highly organized Recruiting Coordinator to support the Talent Acquisition team and hiring managers at our customer throughout the recruiting and onboarding process. This role serves as a critical partner in delivering an exceptional candidate experience while ensuring efficient coordination of recruiting activities across multiple business units.

The Recruiting Coordinator will manage interview scheduling, candidate communications, recruiting administration, onboarding coordination, applicant tracking system updates, and reporting activities. The ideal candidate is proactive, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of accuracy and professionalism.

Key Responsibilities

Recruiting Coordination

• Coordinate interviews between candidates, recruiters, hiring managers, and cross-functional interview teams.
• Schedule phone, virtual, and onsite interviews across multiple locations and time zones.
• Manage interview logistics, including conference room reservations, travel arrangements, and interview itineraries.
• Serve as the primary point of contact for candidates throughout the interview process.
• Provide timely and professional communication regarding interview schedules, status updates, and next steps.
• Monitor recruiting workflows to ensure a smooth and positive candidate experience.
• Support high-volume recruiting initiatives and hiring events as needed.

Candidate Experience and Communication

• Ensure candidates receive a professional, responsive, and engaging experience at every stage of the hiring process.
• Prepare interview materials and distribute candidate resumes and interview schedules to hiring teams.
• Respond to candidate inquiries and escalate issues when appropriate.
• Assist with job offer administration and pre-employment documentation.
• Maintain confidentiality of candidate and employee information.

Applicant Tracking System Administration

• Maintain accurate candidate records within the Applicant Tracking System (ATS).
• Post and manage job requisitions across internal and external recruiting platforms.
• Track interview activity, candidate progress, and hiring status updates.
• Ensure recruiting documentation complies with company policies and applicable employment regulations.
• Support data integrity and recruiting process compliance audits.

Onboarding Support

• Coordinate pre-employment activities, including background checks, employment verifications, and required documentation.
• Partner with Human Resources and hiring managers to facilitate successful onboarding of new hires.
• Assist new employees with onboarding schedules and orientation logistics.
• Monitor progress of onboarding requirements and follow up on outstanding items.

Reporting and Process Improvement

• Generate recruiting reports and staffing metrics, including interview activity, time-to-fill, requisition status, and candidate pipeline data.
• Support recruiting projects, process improvements, and talent acquisition initiatives.
• Assist with recruiting events, career fairs, university recruiting programs, and networking activities.
• Identify opportunities to improve efficiency, candidate engagement, and recruiting operations.

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Communications, or a related field; equivalent experience may be considered.
• 1-3 years of recruiting coordination, human resources, administrative support, or talent acquisition experience.
• Experience scheduling interviews and managing calendars in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Experience working with Applicant Tracking Systems (ATS) or Human Resource Information Systems (HRIS).

Preferred Qualifications

• Experience supporting technical, engineering, manufacturing, field service, or corporate recruiting teams.
• Familiarity with applicant tracking systems such as Workday, SuccessFactors, Greenhouse, Lever, iCIMS, or similar platforms.
• Experience supporting recruiting activities across multiple locations within the United States.
• Knowledge of recruiting compliance, employment documentation, and onboarding processes.
• Ability to analyze recruiting metrics and generate reports.
• Experience coordinating hiring events, career fairs, or university recruiting programs.

Core Competencies

• Candidate and hiring manager support
• Interview scheduling and coordination
• Organization and time management
• Attention to detail and accuracy
• Professional communication
• Customer service and relationship building
• Confidentiality and discretion
• Process improvement mindset
• Collaboration and teamwork
• Adaptability in a dynamic environment

Work Environment and Requirements

• Position is based in Plano, Texas, with on-site or hybrid work flexibility based on business needs.
• Primarily office-based environment with extensive use of computer systems and communication platforms.
• Occasional travel may be required for recruiting events, career fairs, or team meetings.
• Ability to support recruiting activities across multiple U.S. time zones.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.