Talent Acquisition Coordinator - Veterinary Recruiting

Petfolk•New York, NY

20h•$67,000 - $70,000•Hybrid

About The Position

The Talent Operations Coordinator is a critical operational partner to the Recruiting team, helping ensure the day-to-day recruiting process runs smoothly, efficiently, and consistently across Petfolk. This role manages recruiting operations, candidate and interview coordination, externship support, recruiting systems, and administrative processes that create a high-quality experience for candidates, recruiters, and hiring teams. You will serve as a central point of coordination across Talent Acquisition, Talent Operations and other business partners. From opening and maintaining requisitions to coordinating interviews, tracking feedback, managing externship requests, and keeping recruiting systems accurate, you will make sure the details are handled and nothing falls through the cracks. While this role is highly execution-focused, it also requires someone who looks for ways to make the recruiting function better. The successful candidate will be proactive, highly organized, comfortable managing competing priorities, and motivated by creating structure and consistency in a fast-growing organization.

Requirements

2–4 years of experience in recruiting, talent acquisition, recruiting coordination, HR operations, or a related field.
Experience working with an applicant tracking system and familiarity with recruiting systems and job boards.
Demonstrated experience coordinating complex schedules, interviews, or other time-sensitive processes.
Strong organizational skills and demonstrated ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills with a strong focus on candidate and stakeholder experience.
Experience working in a fast-paced, dynamic environment with shifting priorities.
Demonstrated ability to proactively follow up on outstanding tasks and ensure commitments are completed.
Experience identifying process gaps and supporting improvements to workflows or systems.
Ability to maintain accurate and confidential candidate and recruiting information.
Bachelor's degree or equivalent professional experience preferred.

Nice To Haves

You are highly organized and naturally keep track of details, deadlines, and follow-ups.
You have exceptional attention to detail and take pride in getting things right the first time.
You are proactive and do not wait for someone else to identify a problem before taking action.
You are an excellent communicator who can build positive relationships with candidates, recruiters, hiring leaders, and cross-functional partners.
You are comfortable coordinating complex schedules and managing multiple priorities simultaneously.
You are dependable and have a strong sense of ownership and follow-through.
You are service-oriented and care about creating a positive experience for both internal and external stakeholders.
You are comfortable working in systems and enjoy keeping information organized, accurate, and up to date.
You are a problem solver who looks beyond the immediate issue to understand how a process could work better.
You are comfortable following established processes while also identifying opportunities to improve them.
You are adaptable and can stay organized when priorities shift in a fast-growing environment.
You handle confidential and sensitive information with discretion and professionalism.
You work well independently while also knowing when to communicate, escalate, or ask for help.
You bring a calm, solutions-oriented approach to a role where there are often many moving pieces at once.

Responsibilities

Intake and manage new requisition requests across Petfolk, ensuring required approvals and documentation are complete.
Create, post, edit, maintain, and close requisitions across recruiting platforms.
Audit requisitions and job postings for accuracy, completeness, and consistency with recruiting standards.
Manage internal and external job board postings and ensure job opportunities remain accurate and up to date.
Maintain accurate candidate and requisition information within Petfolk's ATS and recruiting systems.
Conduct routine ATS audits and data cleanup to maintain system integrity and data accuracy.
Coordinate and schedule candidate interviews across multiple calendars, with a focus on veterinarian recruiting.
Send interview confirmations, reminders, scheduling updates, and other timely communications to candidates and interviewers.
Manage interview changes, cancellations, and rescheduling while ensuring a seamless candidate experience.
Serve as the primary point of contact for candidates regarding interview scheduling and logistics.
Coordinate on-site interview experiences, including itineraries, candidate packets, interview guides, and travel arrangements when applicable.
Follow up on outstanding interview feedback and ensure interviewers complete feedback within established timelines.
Escalate overdue feedback and other outstanding recruiting tasks when necessary.
Coordinate and complete candidate reference checks.
Serve as a resource to recruiters and hiring teams for questions related to candidate coordination and interview logistics.
Monitor incoming externship and shadowing requests and provide timely responses to applicants.
Determine whether externship applicants meet basic eligibility requirements and coordinate placements with Pet Care Center partners.
Maintain accurate externship pipelines, calendars, and records of completed externships.
Proactively follow up with candidates and Pet Care Center partners when responses or scheduling confirmations are outstanding.
Monitor adherence to recruiting processes and service-level expectations.
Identify opportunities to improve recruiting workflows, systems, and operational efficiency.
Assist with testing and implementation of new recruiting tools, system enhancements, and process changes.
Provide administrative and project support to Recruiting Leadership, including meeting coordination, team events, off-sites, and special projects.
Track project timelines, deliverables, and follow-up items to ensure priorities continue moving forward.
Maintain recruiting documentation, resources, and materials for Recruiting Leadership and the broader team.
Partner cross-functionally to support recruiting initiatives and ensure timely execution of recruiting priorities.