Talent Acquisition Coordinator – Contractor

Role Overview

• Manage scheduling for 10+ interviews daily across multiple requisitions, time zones, and interview formats (phone, video, panel, on-site)
• Configure and troubleshoot self-scheduling in our Applicant Tracking System, recognizing when manual coordination is required (multi-panel interviews, executive schedules, complex availability)
• Respond to urgent rescheduling requests with speed and professionalism
• Coordinate on-site interviews including travel logistics: flights, hotels, rental cars, and detailed itineraries
• Track interview status, identify candidates waiting to be scheduled, and proactively move processes forward
• Serve as the primary point of contact for candidates throughout the interview process, ensuring timely, professional, and warm communication
• Identify candidates at risk of withdrawing and maintain proactive touch points to keep them engaged
• Craft thoughtful rejection communications
• Select appropriate disqualification reasons in the ATS to maintain data integrity
• Prepare candidates and interviewers with relevant information before each interview as needed
• Review and act on candidate experience survey feedback to continuously improve our process
• Learn and adapt to individual hiring manager preferences, communication styles, and urgency levels
• Provide proactive updates on candidate status, interview details, and pipeline health
• Flag top candidates and time-sensitive situations to ensure priority attention
• Navigate varying levels of hiring manager engagement—some need extra support, while others prefer autonomy
• Launch and manage reference check processes within our reference check tool, following up with candidates to ensure timely completion
• Troubleshoot issues and answer questions from candidates navigating the reference process
• Ensure reference checks are completed and reviewed prior to hire
• Maintain accurate documentation in the ATS to support compliance requirements
• Create and schedule social media content including new hire announcements and job round-up posts
• Organize and coordinate career fair participation
• Represent Vasion's culture and values in all candidate-facing interactions
• Identify inefficiencies and propose solutions to improve recruiting operations
• Support Talent Acquisition initiatives and HR projects as needed
• Contribute to a culture of continuous improvement within the People team

Requirements

• A degree in Human Resource Management, Business Management, or a related field, with a desire to pursue a career in Human Resources or Talent Acquisition
• Exceptional organizational skills and attention to detail—you manage complex, moving parts without dropping balls
• Strong sense of urgency—you understand that recruiting moves fast and can prioritize accordingly
• Emotional intelligence—you read situations well and adapt your communication style to different audiences
• Excellent written and verbal communication—professional, warm, and clear
• Comfort with ambiguity and changing priorities
• Willingness to become an ATS power user—you’ll develop deep expertise, including self-scheduling configuration, pipeline management, reporting, and troubleshooting
• Demonstrated technical aptitude, including the ability to quickly learn new systems and a basic understanding of AI-driven tools or automation concepts

Preferred Qualifications

• Experience with ATS systems (Workable or Rippling preferred), scheduling tools, and calendar management
• 1–2 years of relevant experience through internships or professional roles in HR, recruiting, or a related field is a plus
• Basic knowledge of HR principles and recruitment processes

Benefits

• Flexible work environment
• Competitive pay
• Training/Advancement opportunities
• Financial wellness education