Recruiting Administrator

Job Title: Recruiting AdministratorJob Description

The Recruiting Administrator provides essential administrative and operational support to the production and HR teams, with a strong focus on coordinating recruiting activities, maintaining accurate systems and data, and ensuring a smooth, professional experience for candidates and hiring managers. This role does not include direct responsibility for sourcing or generating candidates, but instead centers on scheduling, documentation, and process coordination within a fast-paced, high-volume environment.

Responsibilities

• Coordinate and schedule candidate interviews across multiple stakeholders and hiring managers.

• Manage all interview logistics, including sending calendar invites, reserving rooms, creating virtual meeting links, arranging tests or assessments, and confirming details with candidates and interviewers.

• Serve as the primary point of contact for candidates throughout the interview process, providing clear instructions, updates, and timely responses.

• Maintain accurate and up-to-date candidate and requisition data within internal systems, ensuring data integrity and consistency.

• Assist with candidate tracking, including status updates and process steps, without responsibility for sourcing or generating candidates.

• Prepare, generate, and process offer letters in accordance with established templates and guidelines.

• Coordinate pre-employment and onboarding activities, including collecting required documents and supporting pre-employment processes.

• Ensure a positive candidate experience through timely communication, professional follow-up, and clear expectations at each stage of the hiring process.

• Partner closely with HR and hiring managers to keep hiring processes on track, including scheduling, documentation, and process adherence.

• Support new hire onboarding coordination, ensuring that new employees receive the necessary information and documentation for a smooth start.

• Conduct or support site tours for candidates and new hires as needed, helping them become familiar with the workplace.

• Maintain strict confidentiality of candidate and employee information, following all relevant policies and procedures.

• Provide general administrative support to the production and HR teams, including document management, data entry, and other tasks as assigned.

Essential Skills

• 2+ years of administrative, HR, or recruiting coordination experience.

• 1-3 years of hiring or administrative experience supporting recruiting or HR processes.

• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.

• Experience scheduling across multiple calendars and stakeholders in a fast-paced environment.

• Proficiency with Microsoft Office, including Outlook, Excel, and Word.

• Experience working with applicant tracking systems (ATS) or HRIS platforms, with systems such as Workday or Taleo preferred.

• Excellent written and verbal communication skills, including professional phone and email communication.

• High attention to detail and accuracy in data entry, documentation, and process execution.

• Demonstrated ability to manage high-volume work while maintaining quality and consistency.

• Customer service mindset, with a focus on providing a positive experience to candidates and internal partners.

• Manual tracking and computer skills for managing schedules, documents, and candidate information.

• Experience in recruiting coordination, scheduling, and document management.

Additional Skills & Qualifications

• Highly organized and process-driven approach to work, with a focus on consistency and continuous improvement.

• Strong sense of urgency and follow-through, ensuring tasks and processes move forward without delay.

• Comfort working in a fast-paced, high-volume environment with evolving priorities.

• Candidate-focused mindset with strong customer service skills and a professional demeanor.

• Ability to handle confidential information with discretion and sound judgment.

• Comfort using technology and internal systems to support HR and recruiting processes.

• Ability to build effective working relationships with HR team members, hiring managers, and other stakeholders.

Work Environment

The Recruiting Administrator works in a professional, fast-paced office environment that supports both production and HR functions. The role relies heavily on computer-based work, including the use of Microsoft Office (Outlook, Excel, Word) and HR technologies such as applicant tracking systems (ATS) and HRIS platforms like Workday or Taleo. The position involves frequent coordination across multiple calendars and stakeholders, regular phone and email communication with candidates and hiring managers, and handling high-volume administrative tasks. The work environment emphasizes accuracy, confidentiality, and responsiveness, with a strong focus on delivering a positive candidate experience and keeping hiring processes running smoothly.

Job Type & Location

This is a Contract position based out of Oakmont, PA.

Pay and Benefits

The pay range for this position is $20.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Oakmont,PA.

Application Deadline

This position is anticipated to close on May 15, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.