Talent Acquisition Coordinator

Reports to: Sr. Talent Acquisition Partner

Position Summary: 

The Talent Acquisition Coordinator plays a critical role in delivering organized, efficient, and high-quality recruiting experience across PBI Companies. This position serves as the operational backbone of the recruiting function, providing coordination and administrative support throughout the hiring lifecycle while partnering closely with recruiters, hiring managers, HR partners, and candidates. 

The Recruiting Coordinator is responsible for keeping recruiting processes moving through exceptional organization, timely communication, accurate data management, and attention to detail. This role coordinates interviews and candidate logistics, maintains recruiting systems and records, supports job postings and offers, assists with recruiting reporting, and helps ensure a seamless transition from candidate to new hire. 

As part of an employee-owned organization, the Recruiting Coordinator serves as an important ambassador for PBI Companies and helps ensure every candidate interaction reflects our culture, values, professionalism, and ownership mindset. 

Compensation & Benefits 

• Employee Ownership (ESOP): Company-funded retirement contribution of approximately 18% of pay, plus 401(k) 
• Competitive base salary with performance-based bonus opportunity 
• Comprehensive benefits package: Medical, Dental, Vision, Life, Disability, FSA, and Pet Insurance 
• Generous paid time off, paid holidays, and parental leave 
• Fitness and tuition reimbursement programs 

Essential Duties & Responsibilities: 

• Recruiting Coordination & Process Support 
  • Coordinate recruiting activities throughout the hiring lifecycle for positions across PBI Companies. 
  • Schedule phone, video, and in-person interviews across candidates, hiring managers, recruiters, and interview teams. 
  • Manage interview logistics, including calendar invitations, meeting details, interview materials, room reservations, virtual meeting links, and candidate instructions. 
  • Proactively identify and resolve scheduling conflicts and other process delays. 
  • Support recruiters with requisition creation, job posting, candidate movement, interview coordination, offer administration, and requisition closeout. 
  • Help ensure recruiting activities progress according to established processes and expected timelines. 
  • Coordinate candidate travel or other interview-related logistics when necessary. 
  • Provide responsive day-to-day support to recruiters, hiring managers, HR partners, and candidates. 
• Candidate Experience & Communication 
  • Serve as a consistent point of contact for candidates regarding interview scheduling, logistics, and recruiting process questions. 
  • Provide timely, clear, and professional communication throughout the candidate experience. 
  • Ensure candidates understand what to expect throughout each stage of the interview and selection process. 
  • Help create a welcoming, organized, and high-touch candidate experience regardless of hiring outcome. 
  • Represent PBI Companies' culture, values, employee value proposition, and employee-ownership model professionally. 
  • Identify candidate experience issues or breakdowns and escalate them appropriately. 
• Applicant Tracking System & Data Integrity 
  • Maintain timely and accurate candidate, requisition, and recruiting activity information within the applicant tracking system (ATS).  
  • Ensure candidates are moved through appropriate recruiting stages and that required documentation is complete and accurate. 
  • Support requisition creation, posting, updates, and closeout within recruiting systems. 
  • Monitor recruiting data for completeness and accuracy and proactively resolve discrepancies. 
  • Maintain appropriate recruiting documentation and records in accordance with company practices and applicable requirements. 
  • Handle candidate and employee information with appropriate confidentiality and discretion. 
• Offer & Pre-Employment Coordination 
  • Support the preparation and administration of employment offers in partnership with recruiters and HR. 
  • Coordinate offer documentation, approvals, and candidate communications as appropriate. 
  • Initiate and monitor applicable pre-employment activities and ensure appropriate follow-up. 
  • Partner with HR and other internal stakeholders to facilitate a smooth handoff from accepted candidate to onboarding. 
  • Help ensure candidate and new-hire information is accurate and complete prior to transition into onboarding. 
• Recruiting Operations & Reporting 
  • Support the collection, maintenance, and reporting of recruiting metrics and operational data. 
  • Assist with tracking requisition status, candidate pipelines, recruiting activity, and other talent acquisition measures. 
  • Prepare recurring recruiting reports, dashboards, or status updates as needed. 
  • Identify process bottlenecks, recurring issues, or opportunities for greater efficiency and bring them forward to the recruiting team. 
  • Support the development and maintenance of recruiting templates, tools, resources, standard operating procedures, and documentation. 
  • Help ensure consistent recruiting practices across PBI Companies. 
• Recruiting Programs & Employer Brand 
  • Support career fairs, recruiting events, campus recruiting, hiring events, referral initiatives, and other talent acquisition programs. 
  • Assist with job postings and employment-related content across appropriate channels. 
  • Support employer branding initiatives and recruiting communications in partnership with Companies MarComm team. 
  • Assist recruiters with proactive talent pipeline activities, research, and sourcing support as needed. 
  • Participate in talent acquisition projects and continuous improvement initiatives. 
  • Look for opportunities to leverage technology and AI-enabled tools to improve recruiting efficiency, organization, and candidate experience. 

Required Qualifications: 

• Education: 
  • High school diploma or equivalent required; Degree in Human Resources, Business Communications or related discipline preferred. 
• Experience: 
  • 1-3 years of experience in recruiting coordination, human resources, administrative support, customer service, or a related environment preferred.  
  • Experience with applicant tracking systems, HR technology, scheduling platforms, or similar systems. Experience with Paycom ATS a plus. 
  • Experience working in a multi-business or multi-location environment in manufacturing or animal life sciences a plus.  
• Skills & Abilities: 
  • Exceptional organizational skills, strong attention to detail and commitment to accuracy. 
  • Ability to manage multiple priorities, deadlines, schedules, and stakeholders simultaneously. 
  • Strong written and verbal communication skills. High level of responsiveness and follow-through. 
  • Strong customer service and candidate experience orientation. 
  • Ability to anticipate needs, identify potential issues, and take appropriate action. 
  • Comfortable working with recruiting technology, Microsoft Office applications, applicant tracking systems, and emerging AI-enabled tools. 
  • Ability to learn new systems and processes quickly and to appropriately handle confidential and sensitive information. 
  • Strong interpersonal skills and ability to build effective working relationships across the organization. 
  • Ability to work independently within established processes while recognizing when escalation or additional support is needed. 
  • Continuous improvement mindset with an interest in making processes more efficient and effective. 

Work Environment & Culture 

PBI-Gordon Companies offers a collaborative, employee-owned environment where accountability, partnership, and continuous improvement are valued. Team members are encouraged to contribute ideas, develop professionally, and grow their careers alongside the business. 

Equal Opportunity Employer 

PBI-Gordon Companies is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. 

Ready to Apply? 

If you’re passionate about connecting people with opportunities, creating positive candidate experiences, and helping build strong teams, we’d love to hear from you!