Recruiting Coordinator

This is a Full Time Job

Insomniac - Recruiting Coordinator

THE ROLE

We're looking for a highly organized and people-focused Recruiting Coordinator to support our growing team. In this role, you'll play a critical part in ensuring a smooth, timely, and welcoming experience for candidates throughout the hiring process, while helping our recruiters and hiring teams operate efficiently behind the scenes.

You'll manage the logistics of interviews, own communication touchpoints, and contribute to candidate experience, recruiting operations, and process improvement efforts. This is a fully in office position 5 days per week in our Calabasas office location.

RESPONSIBILITIES
• Provide primary operational coordination support by managing high-volume and complex interview scheduling, including multi-panel and executive level interviews across multiple time zones
• Coordinate end-to-end interview logistics, including GSuite and Zoom calendar coordination, confirmations, candidate communications, interview materials, and day-of-support
• Serve as the primary point of contact for candidates throughout the interview process, ensuring a seamless, professional and welcoming experience
• Partner closely with recruiters, hiring managers, including offer letters, documentation and hiring system processes
• Maintain and update job postings including edits, reposts, and closing out roles, while ensuring accurate and organized requisition data in Workday, Gem and other systems used
• Coordinate end to end event logistics, including venue confirmations, vendor coordination, catering, room setup, timelines and onsite or virtual execution
• Coordinate event communications, attendee tracking, registration, and post event follow up
• Maintain and organize candidate pipelines from multiple sourcing channels to ensure timely follow up and accurate system tracking
• Support recruiting related invoicing, purchase orders, vendor payments and expense reconciliation
• Prepare event marketing and operational materials, presentations, schedules and signage/wayfinding
• Maintain elevated candidate experiences at scale across hiring
• Deliver elevated, white-glove candidate experience at scale throughout all hiring processes
• Communicate professionally via email, instant messaging, and occasional text with internal teams and candidates
• Send timely and professional communications and calendar invites
• Build trusted relationships with recruiters, hiring managers, and cross-functional partners to support seamless hiring coordination
• Assist with reporting, interview tracking, and data focused projects
• Attend and work both recruiting and company events as needed
• Support community engagement and employer branding projects
• Support project management for recruiting initiatives such as interview training, hiring process audits, and candidate experience improvements
• Support the onboarding of new team members and cross-functional partners on coordination workflows
• Support accessible hiring practices through thoughtful communications and candidate support
• Ensure timely collection of interviewer feedback and facilitate candidate follow-up communications
• Coordinate employee referrals by tracking submissions, facilitating introductions, and ensuring timely follow-up throughout the hiring process
• Maintain strict adherence to candidate privacy and confidentiality standards throughout the hiring process
• Assist with recruiting, hiring, onboarding and training various team members
• Support HR with new hire onboarding and various HR tasks as needed
• Responsible for other projects as assigned on a regular basis

QUALIFICATIONS
• Bachelors in Human Resources, Communications, Marketing, Business, or related field
• 2+ years of experience in a coordination, talent acquisition, people ops or administrative support role
• Strong experience with GSuite, Microsoft Office, Slack, Airtable and Workday and GEM AI is a plus (HRIS & ATS)
• Excellent organizational skills and strong attention to detail
• Outstanding written and verbal communication skills
• Ability to manage multiple priorities and adapt quickly in a fast paced environment
• Comfort working with templates, documentation, and system workflows related to job postings, requisitions and offer letters
• High level of accuracy and care when handling sensitive candidate information and employment documents
• Passion for people, talent, and building and supporting high performing teams
• Empathic and professional approach when working with candidates and internal partners
• Must be motivated with an ''Everything is possible'' attitude
• Team player, problem solver, and adaptable
• Ability to work onsite in the Calabasas, CA office 5 days per week

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments
• May work in drastic temperature climates
• Must be willing to frequently work and travel to events during evening and weekend hours, as required, to meet deadlines and work events

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.