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Recruiting Coordinator (On-Site)

ICONMA, LLC

Santa Clara, CA

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JOB DETAILS
SALARY
$21.29–$22.81 Per Hour
SKILLS
Administrative Skills, Calendar Management, Communication Skills, Customer Relations, Detail Oriented, Health Plan, Identify Issues, Leadership, Logistics, Microsoft Outlook, Organizational Skills, Presentation/Verbal Skills, Service Delivery, Time Management, Writing Skills
LOCATION
Santa Clara, CA
POSTED
5 days ago
Our client, a Energy Services company, is looking for a Recruiting Coordinator (On-Site) for their Santa Clara, CA location.
 
Responsibilities:
  • The Recruiting Coordinator (Scheduling) is a critical member of our HR Shared Services team, responsible for delivering seamless, accurate, and timely interview scheduling support.
  • This role focuses exclusively on coordinating interview logistics—from managing calendars to preparing interview confirmations—ensuring every candidate and hiring team receives a consistent, high quality experience.
  • This position is ideal for someone who excels in organization, thrives on operational precision, and enjoys a fast paced, service oriented environment.
  • Coordinate calendars across multiple time zones, departments, and levels of leadership.
  • Send polished, accurate calendar invitations that include meeting links, instructions, agendas, and logistical details.
  • Monitor and respond promptly to scheduling requests throughout the day.
  • Support urgent changes, last minute reschedules, and interviewer substitutions with professionalism and speed.
Logistics & Candidate Support
  • Reserve conference rooms and ensure day of readiness for onsite interviews.
  • Provide clear directions, arrival instructions, and access information to candidates.
  • Troubleshoot basic technical or access issues to ensure candidates have smooth experience.
  • Maintain the highest level of confidentiality when handling candidate and employee data.
Systems & Documentation
  • Maintain accurate scheduling notes and updates in the Internal System and Shared Services workflow trackers.
  • Partner with recruiters and hiring teams to ensure alignment of interview timing, expectations, and needs.
  • Track scheduling activity to ensure timely completion and service delivery consistency.
 
Requirements:
  • 1–2 years of experience in high volume scheduling, administrative coordination, or calendar management.
  • Strong attention to detail, accuracy, and organizational skills.
  • Excellent written and verbal communication skills.
  • Proficiency with Outlook, Teams or similar scheduling and meeting platforms.
  • A customer focused mindset with the ability to handle sensitive or confidential information
  • Experience in HR, recruiting coordination, or a Shared Services environment.
  • Familiarity with ATS platforms such as Workday, or Eightfold.
  • Experience scheduling across multiple time zones or supporting fast moving, high volume teams.
Competencies For Success
  • Operational Precision: Produces accurate work consistently in a deadline driven environment.
  • Responsiveness: Maintains timely communication and quick turnaround on scheduling requests.
  • Service Excellence: Creates positive, supportive experience for candidates and internal partners.
  • Adaptability: Handles frequent changes with calmness and efficiency.
  • Team Collaboration: Works closely with recruiters and hiring teams to ensure smooth interview execution.
  • Confidentiality: Upholds strict privacy standards for sensitive information.
 
Why Should You Apply?

About the Company

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ICONMA, LLC