Talent Acquisition Coordinator

Job Description

Talent Acquisition Coordinator

Corporate HQ (Easton, PA) - flex hybrid

Position Summary

The Talent Acquisition Coordinator plays a vital role in delivering an exceptional candidate and hiring manager experience across Victaulic's Operations organization. This individual serves as the central point of coordination for interview scheduling, candidate logistics, offer administration, and onboarding transitions. Partnering closely with Talent Acquisition Partners, hiring managers, HR Business Partners, and HR Administration teams, the Coordinator ensures that every touchpoint in the hiring process is seamless, consistent, professional, and reflective of Victaulic's employer brand.

Essential Responsibilities

Interview Coordination & Scheduling

• Partner with Talent Acquisition Partners to coordinate and schedule interviews between candidates and hiring managers across operations functions, ensuring timely and efficient scheduling that respects all parties' availability.
• Book conference rooms, reserve meeting spaces, and arrange any necessary audio/visual equipment for on-site and virtual interviews.
• Coordinate travel arrangements (flights, hotel, ground transportation) for out-of-area candidates visiting Victaulic facilities for interviews, partnering with company travel vendor.
• Manage logistics and communication with external staffing agencies for candidates sourced through agency partnerships, ensuring alignment on schedules, expectations, and required documentation.

Candidate & Hiring Manager Communication

• Send detailed, engaging, and brand-aligned candidate confirmation messages that include interview itineraries, directions, parking information, interviewer names, and any preparation guidance.
• Notify hiring managers and interview panelists of confirmed schedules, provide candidate resumes and relevant background materials, and communicate any schedule changes promptly.
• Serve as the primary point of contact for candidates throughout the interview process, responding to questions and ensuring they feel supported and informed at every stage.

On-Site Candidate Experience

• Be present on-site to greet, escort, and engage candidates during any necessary onsite interview visits, creating a welcoming and professional first impression of Victaulic.
• Coordinate to ensure smooth candidate arrivals, including visitor badges, parking, and any accessibility needs.
• Gather candidate feedback on their interview experience and relay insights to the Talent Acquisition team for continuous improvement.

Offer Coordination & Internal Conversions

• Support the coordination of offers, including internal conversions, ensuring accurate and timely preparation of offer documentation.
• Partner with Talent Acquisition Partners and hiring managers to gather necessary approvals, details, and start date logistics for conversion offers.
• Track and follow up with Talent Acquisition Partners to support their offer process as needed and ensure onboarding in expected timeframes.

Onboarding Transition & New Hire Readiness

• Work closely with internal HR Administration teams to bridge the process between offer acceptance and Day 1, ensuring all pre-employment requirements are completed on time and offer to be the conduit for follow-up with the candidates.
• Proactively engage with hiring managers and HR Business Partners to confirm that new hires have everything they need for a successful first day and beyond, including workspace setup, equipment, orientation schedules, and introductions to key team members.
• Identify opportunities to enhance the new hire experience by surfacing gaps, recommending process improvements, and supporting onboarding programming initiatives.

Process Improvement & Operational Support

• Maintain accurate and up-to-date records in the Applicant Tracking System (Workday Recruiting) including interview schedules, candidate dispositions, and offer statuses.
• Support reporting and data requests related to interview activity, time-to-schedule, and candidate experience metrics.
• Continuously look for ways to streamline coordination workflows, reduce scheduling friction, and elevate the overall talent acquisition experience for all stakeholders.

Qualifications

Required

• Bachelor's degree in Human Resources, Business Administration, Communications, or a related field, or equivalent combination of education and experience.
• 1-3 years of experience in talent acquisition coordination, HR coordination, executive assistant, or a similar administrative support role, preferably within a manufacturing or operations environment.
• Demonstrated ability to manage multiple calendars, coordinate complex scheduling across time zones, and handle a high volume of logistics simultaneously.
• Excellent written and verbal communication skills with the ability to craft professional, engaging, and detail-oriented correspondence.
• Strong organizational skills with meticulous attention to detail and follow-through.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new HR technology platforms.
• A service-oriented mindset with a genuine passion for creating positive experiences for candidates and internal partners.

Preferred

• Experience with Workday Recruiting or similar Applicant Tracking Systems.
• Prior experience coordinating interviews or events in a manufacturing, engineering, or industrial environment.
• Familiarity with temporary staffing agency processes and vendor coordination.
• Experience supporting onboarding programs or new hire orientation logistics.

Key Competencies

• Candidate-Centric Mindset- Prioritizes the candidate experience in every interaction, ensuring professionalism, warmth, and responsiveness.
• Collaboration & Partnership- Builds strong working relationships with Talent Acquisition Partners, hiring managers, HRBPs, and HR Admin teams to deliver seamless outcomes.
• Organization & Time Management- Effectively juggles competing priorities, manages high-volume scheduling, and meets deadlines consistently.
• Communication Excellence- Writes clear, compelling messages and communicates proactively to keep all stakeholders informed and aligned.
• Adaptability- Thrives in a fast-paced, dynamic environment and adjusts quickly to shifting priorities and last-minute changes.
• Continuous Improvement- Identifies process gaps and proposes practical solutions to enhance efficiency and the stakeholder experience.

Work Environment & Physical Requirements

• This role is based on-site at a corporate headquarters in Easton, PA to support in-person candidate interviews and engage directly with hiring teams.
• Standard office environment with regular movement between offices, conference rooms, and manufacturing/plant areas as needed to escort candidates.
• Occasional flexibility in hours may be required to accommodate candidate schedules across time zones.

Victaulic is an Equal Employment Opportunity (EOE/M/F/Vets/Disabled) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, gender, color, religion, national origin, age, disability, veteran status, sexual orientation, genetic data, or other legally protected status.