Administrative Coordinator

Aston Carter•Seattle, WA

5d•Onsite

About The Position

The Recruiting Coordinator works closely with a team of recruiters in a fast-paced recruiting organization to support end-to-end hiring activities and deliver an exceptional candidate experience. This role serves as an integral partner in managing recruiting logistics, maintaining accurate candidate data, and building strong relationships with candidates, hiring teams, and internal stakeholders. The position is ideal for someone who enjoys being highly organized, can shift priorities quickly, communicates clearly, and is eager to broaden their experience within a top-tier recruiting environment.

Requirements

At least 1 year of experience as a recruiting coordinator or in a similar coordination-focused role.
Proficiency with Microsoft Word, Excel, and PowerPoint for documentation, reporting, and communication.
Bachelor’s degree.
Experience with scheduling high volumes of interviews and meetings.
Experience performing administrative support tasks in a recruiting, human resources, or executive assistant environment.
Familiarity with applicant tracking systems (ATS) and maintaining accurate data within recruiting tools.

Nice To Haves

Strong customer focus with a commitment to delivering a positive and professional candidate experience.
Excellent attention to detail and strong organizational skills, with the ability to manage multiple tasks and priorities simultaneously.
Strong oral and written communication skills for interacting with candidates, recruiters, and hiring managers.
Ability to work effectively in a fast-paced, quickly changing environment and adapt to shifting priorities.
Proven ability to build effective relationships with internal and external stakeholders.
Prior experience as a Recruiting Coordinator, administrative assistant, or executive assistant supporting recruiting or talent acquisition teams.

Responsibilities

Schedule interviews and phone screens by working directly with candidates and hiring managers, including arranging travel for visiting candidates when needed.
Update candidate records and job postings in applicant tracking and recruiting systems to ensure accurate and current information.
Confirm new hires in the recruiting systems and support related onboarding coordination as needed.
Provide timely follow-up correspondence to candidates regarding their recruiting status via phone and email.
Track recruiting activities and maintain up-to-date candidate status information, providing weekly reports to the recruiting team and stakeholders.
Coordinate post-interview debrief meetings, including preparing and distributing debrief materials to interviewers and hiring managers.
Identify and recommend opportunities to improve the candidate experience and increase scheduling and process efficiency.
Assist in the coordination and execution of other recruiting activities and projects as needed to support the broader recruiting team.