Recruiting Coordinator

Contractor · Remote in Argentina or Mexico · Full-time · 9-month project

We are looking for a highly organized and detail-oriented Recruiting Coordinator to support our client's Talent Acquisition and People Operations teams. This role will focus on coordinating interviews, managing candidate communications, preparing offer letters, and ensuring a smooth and professional candidate experience throughout the hiring process.

You will join a fast-moving, global Talent Acquisition team that hires across a wide range of functions, with a strong current focus on AI engineering and go-to-market sales roles. Most interviews currently take place across the client's hiring hubs in Belfast and Lisbon.

This is a dedicated support role: you will not be involved in sourcing, screening, or compensation negotiation. Instead, you will act as a primary scheduler and offer letter processor, freeing up the core team to focus on implementing a new interview scheduling platform.

Responsibilities

Coordinate and schedule candidate interviews across multiple calendars, recruiters, hiring managers, and interview panels, providing coverage for Eastern (ET) and Pacific (PT) time zones.
Schedule interviews using Workday Recruiting and Outlook, following the team’s well-documented processes.
Work from a shared, centralized scheduling inbox on a first-in, first-out basis, proactively picking up new requests in your time zone (following the team’s color-coding system) without waiting to be assigned.
Handle scheduling requests of varying complexity (low, medium, and high effort): from standardized, high-volume roles such as AI engineering, sales, finance, marketing, and backfills, to executive searches (VP, Senior Director) that require aligning calendars with C-level stakeholders and their executive assistants.
Manage end-to-end interview logistics, including calendar invitations, video conferencing links, room bookings, and rescheduling.
Serve as the primary point of contact for candidates regarding interview logistics, ensuring timely and professional communication.
Prepare and issue offer letters based on approved compensation packages and employment terms.
Review offer letters prepopulated in Workday templates against the recruiter’s requisition, verify that all compensation components (base salary, bonus, sign-on bonus, etc.) are accurate, and submit them for final audit. Compensation negotiation is handled entirely by the recruiters.
Track offer letter progress, follow up on pending signatures, and maintain accurate records in the ATS and/or HRIS.
Keep interview schedules, candidate information, and offer statuses up to date across internal systems.
Provide regular updates to the recruiting team and proactively identify scheduling conflicts, delays, and potential blockers.
Support recruiters across multiple time zones, including providing hands-on guidance when needed, and remain available and responsive on the team’s Microsoft Teams channel during committed working hours.
Adopt the new interview scheduling software once the team rolls it out.
Support additional recruiting coordination and People Operations activities as needed.

Requirements

Previous experience in Recruiting Coordination, Talent Acquisition Operations, HR Administration, or a similar role.
Experience coordinating interviews across multiple stakeholders and time zones.
Experience coordinating with senior leaders and executive assistants for executive-level interview processes.
Familiarity with applicant tracking systems (ATS), HRIS platforms, and calendar management tools.
Strong proficiency with Outlook calendar and email management.
Strong organizational skills and attention to detail, particularly when managing multiple priorities.
Excellent written and verbal communication skills, with a candidate-focused approach.
Ability to handle confidential information with discretion and professionalism.
Proactive problem-solving skills and the ability to work independently in a fast-paced environment.
Self-starter with a “roll up your sleeves” attitude: comfortable jumping into the shared inbox, handling frequent requests from recruiters, and collaborating closely with the team.
Flexible and reliable, with the ability to commit to set working hours aligned with Eastern or Pacific time.
Advanced English proficiency (B2+/C1). All communication and operations are in English; no other languages are required.

Nice to have

Hands-on experience with Workday Recruiting, especially for interview scheduling and offer letters (highly valued).
Experience processing offer letters within an ATS or HRIS.
General HR knowledge, as the role may later include answering HR-related questions.
Experience supporting both high-volume and executive-level hiring in a global organization.
Experience with dedicated interview scheduling software.

Hiring process

Interview with our recruiting team.
Short initial screen (10–15 minutes) with the hiring manager.
Interview with two members of the client’s team, including a skills assessment.
Interview with the client’s Recruiting Manager.
Background check.

Client interviews are scheduled back-to-back on the same day whenever possible to keep the process quick.

Why join us?

Competitive compensation paid in USD.
100% Remote.
Paid Time Off: 12 PTO days per year.
Local Holidays: All official holidays in your country.
Birthday Off.
Career Growth opportunities.
Recognition Program.
Paid approved leaves