Talent Acquisition and Employee Engagement Coordinator

Victor Energy•Nisku, AB

About The Position

Victor Energy, part of the Java Group, is seeking a Talent Acquisition and Employee Engagement Coordinator to provide recruitment-focused People & Culture support. This role is approximately 70% dedicated to full-cycle recruitment and Workable ATS administration, and 30% to employee engagement coordination and People & Culture support. The position involves ensuring a professional candidate experience, maintaining accurate records, coordinating interviews and pre-employment activities, supporting hiring managers, and preparing recruitment and engagement reports. The role also focuses on identifying opportunities for continuous improvement in the recruitment cycle and supporting employee engagement initiatives, onboarding, internal communications, and People & Culture processes.

Requirements

Experience with an applicant tracking system is required; Workable ATS experience is highly preferred.
Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
Strong attention to detail and ability to maintain accurate records, reports, trackers, and employee or candidate documentation.
Ability to recognize confidential information and always maintain a high degree of discretion and professionalism.

Nice To Haves

Diploma or certificate in Human Resources, Business Administration, or a related field is preferred.
Two to three years of experience in recruitment, HR coordination, employee engagement, administration, or a related People & Culture role is preferred.
Experience conducting candidate pre-screens, coordinating interviews, supporting hiring managers, and maintaining recruitment records is preferred.
Understanding of general Human Resources, recruitment, onboarding, employee engagement, and records management practices is preferred.

Responsibilities

Manage full-cycle recruitment activities for assigned roles, including intake meetings, job postings, resume screening, candidate communication, pre-screen interviews, interview coordination, offer support, and onboarding hand-off.
Partner with hiring managers to confirm role requirements, job posting details, screening criteria, interview process, timelines, and selection expectations.
Draft and post job advertisements through Workable and applicable job boards, ensuring postings are accurate, professional, inclusive, and aligned with approved job descriptions.
Review applications and resumes against role requirements and provide hiring managers with candidate shortlists and screening summaries.
Conduct candidate pre-screens to assess experience, availability, compensation expectations, work eligibility, role alignment, and other job-related requirements.
Schedule and coordinate interviews, prepare interview documentation, support structured interview processes, and participate in interviews when required.
Greet candidates attending in-person interviews and ensure a professional and welcoming candidate experience.
Collect interview feedback, support candidate debriefs, and assist hiring managers with timely selection decisions.
Prepare offer documentation, coordinate approvals, support verbal and written offer processes, and ensure appropriate hand-off to onboarding once an offer is accepted.
Coordinate pre-employment requirements, including background checks, pre-employment testing, documentation collection, and communication with internal stakeholders such as IT, Payroll, HSE, and hiring managers.
Maintain accurate recruitment records and ensure candidate information is handled confidentially and in accordance with applicable privacy, records management, and recruitment practices.
Maintain candidate pools and talent pipelines for recurring or hard-to-fill positions where appropriate.
Act as the internal subject matter expert and day-to-day administrator for Workable ATS.
Maintain accurate requisitions, candidate profiles, hiring stages, interview notes, scorecards, templates, workflows, and recruitment records within Workable.
Support hiring managers and People & Culture users with Workable navigation, process expectations, troubleshooting, and training.
Develop and maintain Workable user guides, process notes, templates, screening questions, interview guides, and candidate communication templates.
Monitor recruitment data quality and follow up on incomplete candidate records, missing interview notes, outdated requisitions, and stalled hiring processes.
Prepare monthly recruitment reports for the Employee Engagement Manager and Director, P&C, including metrics such as open requisitions, time-to-fill, source effectiveness, candidate pipeline status, interview activity, offer outcomes, and aging requisitions.
Use Workable reporting and stakeholder feedback to identify bottlenecks, recommend process improvements, and improve recruitment efficiency and candidate experience.
Support the Employee Engagement Manager with engagement initiatives, employee communications, reporting, documentation, event coordination, and follow-up activities.
Assist with the coordination and administration of employee engagement surveys, pulse checks, onboarding feedback, exit feedback summaries, and other engagement-related data collection activities.
Compile engagement-related information and prepare draft summaries, trend reports, and action tracking updates for review by the Employee Engagement Manager and Director, P&C.
Support onboarding activities by coordinating new hire communications, first-day arrangements, orientation documentation, and internal notifications as required.
Assist with internal communications, employee notices, process updates, and other People & Culture communications using approved templates and messaging standards.
Maintain accurate employee engagement records, trackers, action logs, and supporting documentation in the appropriate systems.
Support continuous improvement by identifying recurring issues, process gaps, employee experience trends, and opportunities to streamline People & Culture processes.
Develop monthly recruitment and engagement reports for the Employee Engagement Manager and Director, P&C.
Track recruitment activity, candidate flow, interview progress, offers, onboarding hand-offs, and key engagement activities.
Recommend improvements to recruitment workflows, candidate communications, interview tools, reporting practices, onboarding coordination, and employee engagement processes.
Support document development, process mapping, templates, forms, guides, and trackers related to recruitment and engagement.
Respond to recruitment and engagement-related inquiries in a timely, professional, and confidential manner.
Perform other related People & Culture duties as assigned, provided they are aligned with the role’s recruitment and employee engagement focus.