Recruiting & Onboarding Liaison

Recruiting & Onboarding Liaison

Team: People
Reports To: Head of Training & Community

Position Summary

The Recruiting & Onboarding Liaison supports the execution of recruiting and onboarding activities by coordinating candidate flow, maintaining applicant tracking system (ATS) accuracy, and managing interview logistics, offers, and pre‑hire documentation.

This role is highly detail‑oriented and operational, serving as a key connector between hiring managers, external recruiting agencies, and candidates. The position is execution‑focused and ensures recruiting and onboarding processes run smoothly, efficiently, and consistently while supporting a positive candidate experience.

Key Responsibilities

Recruiting Coordination & ATS Administration

• Conduct initial candidate screening and review for:
  • Internal applicants
  • Employee referrals
  • Agency‑submitted candidates and specialized roles
• Evaluate candidate qualifications, experience, and role alignment prior to advancing candidates in the ATS
• Apply established screening criteria for specialized or hard‑to‑fill roles
• Maintain and administer the Applicant Tracking System (ADP), including:
  • Accurate dispositioning of candidates
  • Ensuring correct statuses, notes, and compliance documentation
  • Cleaning up and closing outdated or inactive requisitions
• Create, update, and post job descriptions and job postings
• Track candidate progress and ensure timely movement through all recruiting stages

Interview Scheduling & Candidate Communication

• Coordinate and schedule phone, virtual, and onsite interviews across multiple time zones
• Communicate interview logistics clearly and professionally with candidates, hiring managers, and interviewers
• Prepare interview schedules and ensure stakeholders have all required information in advance
• Serve as a professional point of contact for candidates throughout the interview process

Offer & Pre‑Hire Support

• Draft and send offer letters and supporting documents using approved templates
• Coordinate offer approvals and track acceptance status
• Distribute, track, and follow up on pre‑hire paperwork, background checks, and onboarding documentation
• Ensure all required documentation is completed accurately and on time prior to start dates

Process & Documentation Support

• Maintain recruiting and onboarding trackers and documentation to ensure accuracy and audit readiness
• Support consistent use of recruiting processes, templates, and documentation standards
• Identify workflow errors, gaps, or delays and escalate as appropriate
• Assist in maintaining an organized, compliant, and positive candidate experience

Required Qualifications

• 1–3 years of experience in recruiting coordination, onboarding, HR operations, or administrative support
• Hands‑on experience working within an Applicant Tracking System (ATS), specifically ADP
• Experience conducting initial candidate screening for internal applicants, referrals, and externally sourced candidates
• Strong organizational skills with the ability to manage high‑volume, detail‑heavy work
• Clear, professional written and verbal communication skills
• High attention to detail and strong follow‑through
• Ability to handle confidential information with discretion
• Comfort working with multiple stakeholders and competing priorities

Preferred Qualifications

• Experience supporting external recruiting agencies
• Familiarity with offer letter processes and pre‑hire compliance requirements
• Experience supporting specialized or hard‑to‑fill roles
• Experience in a fast‑paced, multi‑role recruiting environment
• Advanced working knowledge of ADP Recruiting and Onboarding workflows

Equal Employment Opportunity Statement

We are an Equal Employment Opportunity employer and are committed to providing equal employment opportunities to all employees and applicants for employment. We do not discriminate on the basis of race, color, religion, creed, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity or expression, age, national origin, ancestry, citizenship status, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local laws. We believe in building a diverse workforce and fostering an inclusive environment where individuals are valued, respected, and supported.