Highlights
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. Systems & Documentation:Maintain accurate scheduling notes and updates in the Internal System and Shared Services workflow trackers.
Numbers & Facts
| Location | Santa Clara, CA |
| Industry | Management Consulting Services |
| Salary | $21.29–$22.81 Per Hour |
| Company Size | 2,000 to 2,499 employees |
| Year Founded | 2000 |
| Website | https://www.iconma.com/ |
Description
Our client, a Energy Services company, is looking for a Recruiting Coordinator for their Santa Clara, CA location.
Responsibilities:
Requirements:
Why Should You Apply?
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.
- 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.
- 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
Benefits
401K, Employee Referral Program, Life Insurance
About Company
ICONMA is a global information consulting management firm providing Professional Staffing Services and Project-Based Solutions for organizations in a broad range of industries.
- Corporate Headquarters in Troy, Michigan; 20+ locations worldwide.
- Certified Woman-Owned Business Enterprise (WBE); certified by Women’s Business Enterprise National Council, National Women Business Owners Corporation (NWBOC); and California Public Utilities Commission (CPUC).
- Founded in 2000
- 2000+ Employees
The company was founded on the principle that success is derived from delivering high quality service and resources in the most responsive, flexible, and innovative way. ICONMA invests in people and resources with a single goal: To provide our customers with the highest quality service in the most responsive manner. Through its network of offices, ICONMA provides the resources to help clients maintain their competitive advantage.