Recruiting Operations Coordinator

Job Description:

Strategic Imperative: 

The Recruiting Operations Coordinator role is the execution engine that turns hiring plans into fast, clean, and compliant results. By orchestrating complex interview logistics and candidate communications, maintaining audit-ready ATS data, and standardizing workflows, the coordinator supports the Recruiting function by shortening cycle times and elevating candidate and manager experience. Partnering across People Ops, the e role ensures smooth handoffs from offer through onboarding and safeguard compliance on approvals, comp bands, and records. Providing reporting and light automation work creates visibility and repeatability, freeing recruiters to focus on sourcing and selection while accelerating time-to-hire.

Prodege:
A cutting-edge marketing and consumer insights platform, Prodege has charted a course of innovation in the evolving technology landscape by helping leading brands, marketers, and agencies uncover the answers to their business questions, acquire new customers, increase revenue, and drive brand loyalty & product adoption. Bolstered by a major investment by Great Hill Partners in Q4 2021 and strategic acquisitions of Pollfish, BitBurst & AdGate Media in 2022, Prodege looks forward to more growth and innovation to empower our partners to gather meaningful, rich insights and better market to their target audiences.
As an organization, we go the extra mile to “Create Rewarding Moments” every day for our partners, consumers, and team. Come join us today!

***This role supports US recruitment operations and is required to work US Pacific Time Zone hours.***
 

Primary Objectives: 

• Manage interview logistics and Candidate Communications

• Operational Support, Compliance, & ATS hygiene 

• Process Improvement & Standardization

• Partner across People Ops

• Reporting and Metrics Support

Qualifications - To perform this job successfully, an individual must be able to perform each job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Detailed Job Duties: (typical monthly, weekly, daily tasks which support the primary objectives)

• Manage interview logistics and Candidate Communications

  • Schedule phone/video/onsite interviews; align multi-panel availability; send calendar invites.

  • Coordinate reschedules, panel changes, and room/Zoom logistics; confirm readiness day-of.

  • Maintain interviewer packets: resumes, job description, interview guide/scorecards.

  • Drive clear, timely communication

  • Draft/send candidate emails (confirmations, prep, next steps, rejections, updates).

  • Send weekly status pings to hiring managers; summarize blockers/asks.

• Operational Support, Compliance, & ATS hygiene 

  • Administer candidate assessments, background checks, and scheduling tools; track statuses and SLAs.

  • Prepare offer letter templates using approved comp + terms.

  • Prepare approval packets; verify comp bands/thresholds are met; route for signatures.

  • Assist with ATS data hygiene by updating stages, dispositions, and interview outcomes as part of scheduling and follow-ups; flag gaps to the recruiter for decisioning. (Daily)

  • Assist with weekly hygiene checks by running simple reports (e.g., missing dispositions, overdue steps) and preparing a short list of items for the recruiter to resolve. (Weekly)

  • Assist with template upkeep by keeping posting/email templates current and surfacing outdated language for recruiter approval .(Monthly)

  • Assist with audit readiness by ensuring required fields are populated on closed reqs and offers; escalate any uncertainties to the appropriate Talent Advisor, Recruiter or TA lead. (Monthly)

• Process Improvement & Standardization

  • Build/update email templates, interview guides, and scheduling checklists.

  • Propose micro-automation (calendar booking links, macros, form fills) to cut cycle time.

  • Assist with documenting SOPs, keeping them current (role kickoff, scheduling, offer prep, job req closeout).

• Partner across People Ops

  • Coordinate with Core HR, People Experience Specialist, and other HR team members regarding new hire starts, equipment triggers, and Employee files.

• Reporting and Metrics Support

  • Assist with basic reporting by preparing a weekly snapshot (pipeline counts, interviews scheduled/completed, offers out) using saved ATS reports; no dashboard creation required. (Weekly)

What does SUCCESS look like?

Success in this role means consistently meeting interview-scheduling SLAs, shortening time-in-stage across the funnel, and maintaining accurate, audit-ready candidate records in the ATS. You’ll be recognized for delivering a smooth, proactive candidate experience (speed, clarity, logistics), sustaining strong hiring-manager partnership (visibility, responsiveness, quality), and producing error-free offer packets that move cleanly to hire.

The MUST Haves: (ex: job cannot be done without these skills, education, experience, certifications, licenses) 

• Two or more (2+) years in recruiting coordination or talent operations at a scaling company.

• Scheduling mastery across time zones (Google Calendar) with complex interview panels.

• ATS proficiency, ideally Paycom, Workday (or comparable ATS) for workflow mgmt. & reporting.

• Outstanding written communication (clean, candidate-friendly emails; tight manager updates).

• High accuracy + speed strong ownership and follow-through.

• Confidentiality & discretion with sensitive candidate and compensation data.

• Tooling comfort: Google Workspace (Docs/Sheets/Slides/Gmail/Meet), Zoom, Slack.

The Nice to Haves: (ex: preferred additional skills, education, experience, certifications, licenses) 

• Bachelor’s degree in Business Administration or 

• Experience with Workdy (or similar) for offer letters; LinkedIn Recruiter exposure.

• Familiarity with Google Appointment Schedules or similar booking links.

• Basic Excel/Sheets skills (filters, vlookup/xlookup, pivot basics) for weekly ops reports.

• Knowledge of structured interviewing and scorecards; comfort nudging for completion.

• Exposure to EEO/compliance basics and data integrity practices.

• Experience in remote, global teams spanning U.S., UK, Greece, Germany, India time zones.