Recruitment Coordinator

Department: Human Resources Work Arrangement: Remote Job Type: Independent Contractor, Full Time Work Schedule: US Time Zone (candidate expected to be flexible with the client's preference) Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills About Pearl Talent Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They're looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we've hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US. Hear why we exist, what we believe in, and who we're building for: WATCH HERE Why Work with Us? At Pearl, we're not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers. Role Overview The Recruitment Coordinator supports the recruitment function by ensuring operational accuracy, scheduling efficiency, and a smooth candidate experience across all hiring stages. This role is highly execution-focused—owning interview coordination, ATS hygiene, pipeline tracking, and process documentation so recruiters can focus on sourcing and placements. You will serve as the operational backbone of recruiting, managing logistics, data integrity, and candidate communications across high-volume pipelines. This role is ideal for detail-oriented operators who thrive in fast-paced environments, enjoy structured workflows, and take pride in keeping recruitment operations running seamlessly. Your Impact Your work will directly improve hiring speed, candidate experience, and recruiter efficiency. By maintaining clean systems, proactive scheduling, and accurate data, you’ll reduce friction across the hiring process and give leadership clear visibility into pipeline health. Your operational discipline will enable recruiting teams to scale without sacrificing quality or professionalism. Core Responsibilities Recruitment Coordination & Scheduling — 30% Schedule interviews across multiple time zones and stakeholders Create Zoom meetings and calendar invites with correct links and materials Coordinate availability between candidates, interviewers, and recruiters Manage high-volume scheduling across multiple open roles Handle reschedules, cancellations, and last-minute changes professionally Send confirmations, reminders, and follow-ups to all participants Maintain organized recruiting calendars with accurate details Candidate Communication & Pipeline Management — 25% Manage all scheduling-related candidate communications via email Send interview confirmations, introductions, and next-step instructions Track candidate progression across recruitment stages Maintain timely follow-ups to prevent candidate drop-off Ensure consistent, professional candidate experience at every touchpoint Flag stalled candidates or pipeline blockers proactively Support post-interview coordination and feedback collection Data Management & Reporting — 20% Maintain high ATS data integrity (Workable, Greenhouse, Lever, or similar) Ensure accurate candidate tagging, stage progression, and notes Update records, documentation, and pipeline statuses consistently Build and maintain recruitment trackers and dashboards Generate weekly and monthly reports on pipeline and scheduling metrics Support ad-hoc reporting for leadership and recruiting teams Enforce consistent data entry standards across the team Process Documentation & Improvement — 15% Create and maintain candidate folders and interview documentation Prepare interview packets, scorecards, and role-specific materials Ensure interviewers receive all materials ahead of interviews Document recruiting workflows, SOPs, and best practices Identify recurring operational bottlenecks and propose solutions Support process improvements and light automation initiatives Maintain organized documentation and template libraries Sourcing & Recruiting Support — 10% Support top-of-funnel sourcing and talent mapping efforts Assist with candidate research and database building Conduct initial screenings or pre-qualification when needed Support recruiters during high-volume or critical hiring periods Maintain organized talent pools for future hiring needs Requirements Must-Haves (Required) Experience 1-2+ years in recruitment coordination, operations, HR admin, or similar roles Experience supporting US-based recruiting processes preferred Proven ability to manage multiple priorities in high-volume environments Organization & Systems Exceptional attention to detail and follow-through Strong calendar management and scheduling experience Process-driven mindset with comfort handling repetitive workflows Communication Excellent written and verbal English communication Professional, polished candidate-facing communication style Strong email etiquette and stakeholder coordination skills Technical Skills Experience with ATS platforms (Workable, Greenhouse, Lever, or similar) Advanced Google Workspace proficiency (Docs, Sheets, Calendar, Drive) Strong spreadsheet skills for tracking and reporting Familiarity with Zoom and scheduling tools Work Style Proactive, independent executor Comfortable working remotely with minimal supervision Reliable EST/PST working-hour overlap Calm and organized under pressure Nice-to-Haves (Preferred) 3+ years in recruitment operations or coordination Exposure to sourcing, screening, or recruiting workflows Startup, agency, or high-growth environment experience Strong reporting or analytics skills Familiarity with US hiring practices and contractor roles Process improvement or operations background Tools Proficiency Must-Haves (Required) ATS: Workable, Greenhouse, Lever, or similar Google Workspace: Docs, Sheets, Slides, Calendar, Drive Communication: Zoom, Slack, professional email Scheduling: Google Calendar, Calendly, or similar Spreadsheets: Advanced Google Sheets or Excel Nice-to-Haves (Preferred) LinkedIn Recruiter Project Management: Asana, Notion, Trello, Monday, ClickUp Automation: Zapier or basic workflow automation Analytics: Tableau, Power BI, Looker CRM: HubSpot or similar Documentation: Loom for SOPs Benefits Competitive Salary: Based on experience and skills Remote Work: Fully remote — work from anywhere Generous PTO: In accordance with company policy Direct Mentorship: Access to global industry leaders Learning & Development: Continuous growth resources Global Networking: Work with international teams Health Coverage (Philippines only): HMO after 3 months (full-time) Our Recruitment Process Application Skills Assessment Initial Screening Top-grading Interview Client Matching Job Offer Onboarding Ready to Join Pearl Talent? Build a long-term remote career enabling recruitment teams through systems, data, and operational excellence. Join Pearl Talent and grow by shaping scalable hiring infrastructure for high-performing global teams.