Talent Acquisition Coordinator

Reports to: Sr. Talent Acquisition Partner

Position Summary: 

The Talent Acquisition Coordinator plays a critical role in delivering organized, efficient, and high-quality recruiting experience across PBI Companies. This position serves as the operational backbone of the recruiting function, providing coordination and administrative support throughout the hiring lifecycle while partnering closely with recruiters, hiring managers, HR partners, and candidates. 

The Recruiting Coordinator is responsible for keeping recruiting processes moving through exceptional organization, timely communication, accurate data management, and attention to detail. This role coordinates interviews and candidate logistics, maintains recruiting systems and records, supports job postings and offers, assists with recruiting reporting, and helps ensure a seamless transition from candidate to new hire. 

As part of an employee-owned organization, the Recruiting Coordinator serves as an important ambassador for PBI Companies and helps ensure every candidate interaction reflects our culture, values, professionalism, and ownership mindset. 

Compensation & Benefits 

• Employee Ownership (ESOP): Company-funded retirement contribution of approximately 18% of pay, plus 401(k) 
• Competitive base salary with performance-based bonus opportunity 
• Comprehensive benefits package: Medical, Dental, Vision, Life, Disability, FSA, and Pet Insurance 
• Generous paid time off, paid holidays, and parental leave 
• Fitness and tuition reimbursement programs 

Essential Duties & Responsibilities: 

• Recruiting Coordination & Process Support 
  • Coordinate recruiting activities throughout the hiring lifecycle for positions across PBI Companies. 
  • Schedule phone, video, and in-person interviews across candidates, hiring managers, recruiters, and interview teams. 
  • Manage interview logistics, including calendar invitations, meeting details, interview materials, room reservations, virtual meeting links, and candidate instructions. 
  • Proactively identify and resolve scheduling conflicts and other process delays. 
  • Support recruiters with requisition creation, job posting, candidate movement, interview coordination, offer administration, and requisition closeout. 
  • Help ensure recruiting activities progress according to established processes and expected timelines. 
  • Coordinate candidate travel or other interview-related logistics when necessary. 
  • Provide responsive day-to-day support to recruiters, hiring managers, HR partners, and candidates. 
• Candidate Experience & Communication 
  • Serve as a consistent point of contact for candidates regarding interview scheduling, logistics, and recruiting process questions. 
  • Provide timely, clear, and professional communication throughout the candidate experience. 
  • Ensure candidates understand what to expect throughout each stage of the interview and selection process. 
  • Help create a welcoming, organized, and high-touch candidate experience regardless of hiring outcome. 
  • Represent PBI Companies' culture, values, employee value proposition, and employee-ownership model professionally. 
  • Identify candidate experience issues or breakdowns and escalate them appropriately. 
• Applicant Tracking System & Data Integrity 
  • Maintain timely and accurate candidate, requisition, and recruiting activity information within the applicant tracking system (ATS).  
  • Ensure candidates are moved through appropriate recruiting stages and that required documentation is complete and accurate. 
  • Support requisition creation, posting, updates, and closeout within recruiting systems. 
  • Monitor recruiting data for completeness and accuracy and proactively resolve discrepancies. 
  • Maintain appropriate recruiting documentation and records in accordance with company practices and applicable requirements. 
  • Handle candidate and employee information with appropriate confidentiality and discretion. 
• Offer & Pre-Employment Coordination 
  • Support the preparation and administration of employment offers in partnership with recruiters and HR. 
  • Coordinate offer documentation, approvals, and candidate communications as appropriate. 
  • Initiate and monitor applicable pre-employment activities and ensure appropriate follow-up. 
  • Partner with HR and other internal stakeholders to facilitate a smooth handoff from accepted candidate to onboarding. 
  • Help ensure candidate and new-hire information is accurate and complete prior to transition into onboarding. 
• Recruiting Operations & Reporting 
  • Support the collection, maintenance, and reporting of recruiting metrics and operational data. 
  • Assist with tracking requisition status, candidate pipelines, recruiting activity, and other talent acquisition measures.