Contract Recruiting Administrator

Haag, a Salas O'Brien Company•,

7d•$25 - $28

About The Position

The Contract Recruiting Administrator supports Salas O’Brien’s Talent Acquisition team by coordinating recruiting logistics and providing administrative support. The role schedules interviews, manages routine candidate communications, supports recruiter-directed sourcing activities, and maintains accurate recruiting system records. It helps reduce administrative demands on Technical Recruiters and Technical Talent Sourcers so they can focus on specialized recruiting, pipeline development, and candidate engagement. The position supports day-to-day recruiting across assigned teams and business units, working closely with recruiters, sourcers, and hiring teams to maintain candidate pipelines, coordinate next steps, and ensure timely follow-through. It also uses approved AI tools to organize information, prepare communications, and improve administrative efficiency, with review for accuracy and compliance with confidentiality guidelines. This is a six-month contract opportunity with the potential to become a permanent, full-time position based on performance and business needs. The expected pay range is $25–$28 USD per hour. Actual compensation depends on skills, experience, qualifications, and location. Benefits eligibility is determined by the applicable contract and employment terms.

Requirements

0–3 years of experience in recruiting coordination, HR administration, scheduling, or a related administrative support role; entry-level candidates are welcome.
Strong organizational skills and attention to detail.
Ability to coordinate multiple calendars, priorities, and deadlines.
Clear, professional written and verbal communication.
Strong customer service skills and a responsive, collaborative approach.
Ability to handle confidential information with discretion.
Proficiency with Microsoft Outlook, Teams, Excel, and related productivity tools.
Experience using AI tools to coordinate details, organize information, draft communications, summarize notes, or manage follow-up tasks, with the ability to verify accuracy.

Nice To Haves

Experience with applicant tracking systems, particularly UKG Pro Recruiting.
Familiarity with candidate sourcing, resume review, or professional networking tools.
Experience supporting engineering, technical, architecture, construction, or other professional services teams.

Responsibilities

Provide administrative and coordination support to the Talent Acquisition team.
Help prepare and post approved job openings in recruiting systems and on designated job boards.
Track recruiting activities, outstanding tasks, and follow-up needs.
Prepare recruiting materials, candidate summaries, and interview documents.
Use approved AI tools to organize information, summarize notes, draft routine communications, and track action items; review AI-assisted work for accuracy and follow company guidelines for confidential information.
Support recruiting events, hiring initiatives, and special projects.
Schedule phone, virtual, and in-person interviews with candidates, recruiters, and hiring teams.
Coordinate calendars across locations and time zones; provide interview confirmations, meeting links, instructions, and relevant materials.
Manage scheduling changes, communicate updates promptly, and coordinate candidate travel and related arrangements when needed.
Follow up with interviewers to collect feedback and help recruiters maintain timely next steps.
Support recruiters and sourcers in identifying prospective candidates using established search criteria and approved sources.
Review resumes against recruiter-defined requirements and flag potential matches for review.
Assist with approved candidate outreach and follow-up communications.
Organize prospective candidates into talent pools by discipline, location, and hiring need, and keep sourcing records and contact information current.
Serve as a responsive point of contact for scheduling and recruiting logistics, keep candidates informed, respond to routine process questions, and direct hiring or compensation questions to the appropriate recruiter.
Flag delays or communication gaps, support transitions between recruiting stages and onboarding, and help provide candidates with timely, professional, and consistent communication.
Maintain accurate candidate records, recruiting activity, and interview details in the applicant tracking system; update candidate statuses at recruiters’ direction.
Help identify duplicate records, missing information, and data inconsistencies.
Prepare routine reports on interview activity, candidate progress, and outstanding tasks.
Maintain recruiting templates, scheduling resources, and process documents; handle candidate information confidentially and follow established data management practices.
Coordinate with recruiters, sourcers, hiring managers, interview teams, HR partners, and onboarding teams.
Communicate workload constraints and competing priorities early, identify practical process improvements, and support company-wide recruiting priorities as hiring needs change.