Talent Acquisition Coordinator

BP•Chicago, IL

3d•Hybrid

About The Position

The Talent Acquisition Coordinator manages the day-to-day operational activities of the Talent Acquisition function. The role oversees recruiting-related invoicing and vendor administration, audits background screening, advertising spend, and referral programs, and serves as a primary liaison between Talent Acquisition and external partners such as Indeed. It also provides administrative support throughout the hiring process, including offer and onboarding support when needed. The coordinator identifies and resolves operational issues, ensures compliance with established processes, maintains accurate records and reporting, and supports recruiters and hiring managers with recruiting operations. The position helps maintain efficient, compliant, and cost-effective recruiting operations so recruiters can focus on attracting and hiring talent. The role manages vendor invoices and payment processing, tracks and reconciles recruiting expenditures, supports budget and spend reporting, and coordinates vendor issue resolution and account administration. It administers the employee referral bonus program and conducts audits of background checks, recruiting spend, invoices, referral payments, and other recruiting activities. The coordinator maintains recruiting documentation, produces operational reports, supports candidates through offer acceptance and pre-employment requirements, and identifies and implements process improvements, system enhancements, and operational best practices.

Requirements

At least 2 years of experience in recruiting coordination, human resources, talent acquisition operations, payroll, finance, or administrative support.
Experience managing invoices, budgets, expense tracking, or vendor payments.
Experience working with external vendors and internal stakeholders to resolve issues and ensure service delivery.
Experience maintaining accurate records, conducting audits, and supporting compliance-related processes.
Experience supporting high-volume administrative processes in a fast-paced environment.
Strong proficiency in Microsoft Excel, including data tracking, analysis, and reporting.
Ability to manage invoicing, expense reconciliation, and financial tracking processes.
Ability to perform audits, identify discrepancies, and ensure data accuracy.
Strong reporting and record management capabilities.
Ability to learn and navigate multiple systems and technologies simultaneously.
Attention to detail, organization and prioritization, customer focus, problem-solving, and collaboration skills.

Nice To Haves

Associate's or Bachelor's degree in Human Resources, Education, Business Administration, Organizational Development, or a related field.
Experience with talent acquisition processes, recruiting systems, or onboarding activities.
Experience working with applicant tracking systems (ATS), HR systems, and vendor management platforms.

Responsibilities

Manage Talent Acquisition vendor invoicing and payment processing, ensuring invoices are accurate, approved, and submitted on time.
Track and reconcile recruiting-related expenditures, including advertising spend, vendor costs, and other Talent Acquisition investments.
Assist with budget tracking, spend reporting, and invoice audits.
Serve as the operational contact for recruiting vendors, including Indeed and background screening providers.
Coordinate vendor issue resolution, billing inquiries, account administration, and ongoing support activities.
Monitor recruiting vendor performance and support optimization efforts.
Administer the employee referral bonus program, including eligibility verification and payment coordination.
Audit background checks, recruiting spend, invoices, referral bonus payments, and other recruiting activities for accuracy, compliance, and appropriate controls.
Maintain recruiting records and documentation in accordance with company policies and procedures.
Provide recruiting operations guidance and administrative support to recruiters, hiring managers, candidates, and vendors.
Support offers and onboarding during high hiring volume or recruiter capacity constraints, including offer acceptance, pre-employment requirements, and onboarding activities.
Produce and maintain recruiting operational reports and records.
Identify and support process improvements, system enhancements, and operational best practices to streamline processes, improve data accuracy, and reduce administrative burden.
Identify operational issues, recommend solutions, and follow through to resolution.

Benefits

Flexible working options may be available.
Paid parental leave, including up to 8 weeks of paid leave for the birth or adoption of a child.
Paid vacation of 120–240 hours per year for full-time employees, depending on relevant industry experience.
9 paid holidays per year and 2 personal choice holidays.
Discretionary annual bonus program.
Long-term incentive program.
Retirement benefits, including a 401(k) matching program; a pension may be available for eligible employees.
Health, vision, and dental insurance.
Life insurance and short-term and long-term disability coverage.
Reasonable accommodation for individuals with disabilities during the application or interview process, for essential job functions, and for other employment benefits and privileges.