Our client, a Energy Services company, is looking for a Recruiting Coordinator 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.
- Manage all aspects of interview scheduling, including phone screens, virtual interviews, onsite visits, panel interviews, and loop sessions.
- 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.
- 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?
- Health Benefits
- Referral Program
- Excellent growth and advancement opportunities