Recruiting Coordinator - Zoom Breakout Exp Must

JOB DESCRIPTION

Recruiting Coordinator / Recruiting Operations Coordinator

Duration: 4 Months
Schedule: Monday–Friday, 8:00 AM–5:00 PM CT or 9:00 AM–6:00 PM CT
Overtime: 5–10 hours of OT may be required

Locations & Pay Rates: Jersey City, NJ: $30.71/hr W2

Work Arrangement: Onsite/office-based schedule as required by the team

Job Summary

The Recruiting Coordinator supports recruiters, hiring managers, and candidates throughout the recruiting cycle. This role is responsible for coordinating virtual and in-person interviews and recruiting events, managing candidate logistics, scheduling, travel and expenses, maintaining accurate applicant tracking system records, and supporting pre-employment processes.

Key Responsibilities

• Manage logistics for virtual recruiting events and interviews, including facilitating Zoom breakout rooms several times per week.
• Facilitate Zoom sessions involving approximately 20 candidates and 10 interviews.
• Use the event management system to send invitations, manage RSVPs, and track candidate participation.
• Coordinate logistics for in-person recruiting events, including:
• • Booking meeting rooms and AV services
  • Ordering catering
  • Arranging marketing materials and event supplies
• Coordinate candidate travel and expense reimbursement and respond to candidate questions.
• Create and submit expense reports and centrally track recruiting-related expenses.
• Create resume bundles and interview schedules using Microsoft Excel.
• Prepare and print interview materials, folders, and day-of-event materials.
• Manage candidates in the applicant tracking system, including real-time status updates and accurate data completion.
• Assist with offer letter creation and pre-employment screening activities as needed.
• Support the I-9 process and ensure required pre-screening steps are completed.
• Complete additional projects and tasks to support the recruiting team.

Required Skills

• Zoom breakout room experience – MUST HAVE
• Strong proficiency with Microsoft Excel, including VLOOKUPs and creating/managing interview schedules.
• Strong written and verbal communication skills.
• Personable, friendly, and confident communication style.
• Strong organizational and multitasking skills.
• Ability to manage multiple candidates, schedules, and logistics simultaneously.

Preferred Experience

• Prior campus recruiting experience.
• Previous Recruiting Coordinator / Recruiting Operations experience.
• Experience supporting high-volume interview scheduling or recruiting events.
• Experience with applicant tracking systems and event management tools.

Top 3 Candidate Qualities

1. Prior experience facilitating Zoom breakout rooms
2. Personable, friendly, and confident when facilitating virtual interview sessions
3. Strong Microsoft Excel skills, particularly VLOOKUPs and interview scheduling

Important Screening Requirement

Zoom breakout room experience is a hard requirement and a disqualifier if absent.

Typical Day

The coordinator receives an interview/event invite list, creates and sends invitations through the event management system, tracks RSVPs, and facilitates Zoom breakout rooms for approximately 20 candidates and 10 interviews. The role also involves interview scheduling, candidate tracking, expense coordination, and preparation of recruiting materials.

Contract / Conversion

• Initial contract: 4 months
• Extension: Not currently planned, unless there is an unexpected team vacancy.
• Potential FTE conversion: Yes. The team plans to convert its top performer to FTE, regardless of location.
• Overtime: 5–10 hours may be required depending on business needs.