HR Coordinator/Recruiting Coordinator

Description

The Recruiting Coordinator supports Transwest’s recruiting team by coordinating hiring activities, maintaining accurate candidate records, and providing timely communication to candidates and hiring managers. This position manages administrative steps throughout the hiring process, coordinates pre-employment requirements, and helps ensure a positive candidate experience from application through the first day of employment. This role offers opportunities to learn recruitment best practices and develop skills for continued growth in talent acquisition.

Essential Duties:

• Maintain accurate and current candidate profiles in the applicant tracking system, including uploading completed assessments, documenting activity, and updating candidate statuses.
• Provide weekly status updates to hiring managers for each open requisition, communicating candidate progress, outstanding items, and next steps.
• Review hiring manager feedback and interview notes, update candidate statuses, and send timely rejection communications following hiring decisions.
• Serve as the first point of contact for incoming recruiting calls, answer routine questions, and escalate inquiries to the appropriate recruiter.
• Support the planning and execution of job fairs and other recruiting events, including preparing materials, attending events, and coordinating candidate follow-up.
• Coordinate required pre-employment screenings, including background checks, drug screens, motor vehicle records, and physical examinations.
• Provide candidates with screening instructions, monitor completion and results, and follow up on outstanding requirements.
• Escalate screening concerns, discrepancies, or delays to the appropriate recruiter or HR representative for review.
• Track new hire readiness and communicate outstanding requirements to recruiters and hiring managers.
• Verify that hiring managers have contacted new hires with first-day logistics, including arrival time, reporting location, and point of contact.
• Code recruiting-related invoices accurately and route them for approval and processing.
• Protect the confidentiality of candidate information, assessment results, and pre-employment records.
• Learn recruitment best practices and assist with projects that improve recruiting efficiency, communication, and the candidate experience.
• Perform other duties as assigned.

Requirements

Education, Experience, Knowledge & Skills:

• High school diploma or equivalent required. College degrees preferred.  
• Previous experience in administrative support, recruiting coordination, human resources, or customer service preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Clear written and verbal communication skills and a professional, service-oriented approach.
• Ability to communicate effectively with candidates, hiring managers, vendors, and team members.
• Proficiency with email, spreadsheets, word processing, and other standard office applications.
• Ability to learn applicant tracking systems, HR platforms, and pre-employment screening systems; experience with Paylocity preferred.
• Ability to handle sensitive information with discretion and maintain accurate records.
• Strong follow-through and judgment in recognizing when an issue requires escalation.
• Interest in learning recruitment best practices and developing a career in talent acquisition.

Working Conditions:

• Work is performed primarily in a professional office environment and requires frequent sitting while using computers, telephones, and other standard office equipment. 
• Requires the ability to accurately review, interpret, and process written materials, electronic information, data, and computer-based content.
• Frequent verbal and written communication is required through in-person interactions, telephone conversations, virtual meetings, and electronic communications. 
• Frequent repetitive use of hands, wrists, and fingers is required for keyboarding, writing, data entry, and handling documents and office equipment. 
• Requires manual dexterity to grasp, handle, pinch, and manipulate files, records, supplies, and office equipment. 
• Occasional standing, walking, reaching, bending, stooping, crouching, kneeling, and climbing stairs may be required to access materials, attend meetings, and perform assigned duties. 
• Occasional lifting, carrying, pushing, pulling, and moving of office supplies, files, records, and equipment weighing up to 20 pounds may be required; use of a ladder or step stool is rare. 
• Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.

Transwest Benefits:

• Medical, Dental, and Vision Insurance
• Life (Voluntary and Employer Paid) and Disability Insurance
• 401(K) with company match beginning with your first contribution.
• HSA and/or FSA, as applicable
• Paid Time Off, Sick Time, and Company Paid Holidays
• Employee Car Discount Program

 Job Details:

• Type: Salary
• Compensation Range: $50,000 - $60,000
• Reports to: Recruiting Manager
• Shift: 1st
• Closing Date: open until filled