Recruiting Admin Coordinator / Virtual Assistant

Location

EST (UTC-5)

Posted

2 days ago

Salary

0

Seniority

Mid Level

No structured requirement data.

Job Description

Recruiting Admin Coordinator / Virtual Assistant

Supplied Talent

Role Description We are a fast-growing boutique recruitment agency with a strong recurring client base. Our recruiters are high-volume and work autonomously — they need a reliable, organized admin partner to handle coordination and logistics so they can stay focused on sourcing and placing candidates. This is an immediate-start, part-time role with the potential to grow. We are looking for someone who understands the pace of a recruiting environment and can hit the ground running without a lot of hand-holding. What You Will Do - Interview & Calendar Coordination - Schedule and confirm interviews between candidates and hiring managers - Send timely confirmations via email, phone, and text - Manage calendar logistics and follow up on reschedules and no-shows - Track interview outcomes and keep the team updated on candidate status - ATS & Pipeline Management - Keep the applicant tracking system (ATS) current with candidate activity and stage updates - Audit pipelines regularly to identify stale roles or inactive candidates - Ensure all submission and placement records are accurate and complete - Sourcing & List Building Support - Build targeted candidate and prospect lists using sourcing tools as directed - Assist with outreach tracking and follow-up logging - Organize and pull sourcing reports for the recruiting team - General Administrative Support - Maintain organized shared file systems and document storage - Log daily team activity in tracking tools and communication channels - Support the Operations Manager with ad hoc tasks as needed Qualifications - Previous experience supporting a recruiting, staffing, or HR team - Comfortable working inside an ATS — familiarity with any modern system is a plus - Strong organizational skills and attention to detail - Confident communicating with candidates via phone, text, and email - Proficient with Google Workspace (Gmail, Calendar, Drive, Sheets) - Self-starter who can manage tasks independently without constant direction - Available Monday through Friday, ideally 10:00 AM – 2:00 PM EST Requirements - Experience supporting multiple recruiters at the same time - Familiarity with sourcing tools such as LinkedIn Recruiter, Indeed, or Apollo - Background in high-volume or service industry recruiting environments - Experience working within a remote team What Success Looks Like in Week 1 - All pending interview scheduling is cleared and candidates are confirmed within 24 hours - ATS pipeline is fully up to date across all active accounts - Recruiters are not spending any time on scheduling or administrative follow-up - You have a clear understanding of each account’s process and can manage it independently

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