Talent Administrator
Chicago, IL
USA – People & Culture (HR/Talent Acquisition) /
Hybrid
We are seeking a detail-oriented and proactive Talent Administrator to support the recruitment process from interview coordination to offer stage execution. This role plays a key part in delivering a seamless candidate and hiring team experience, ensuring operational excellence, compliance, and timely communications throughout the hiring lifecycle.
What you will do
Candidate Management & Interview Coordination
· Coordinate interview scheduling with candidates and hiring teams, often across multiple time zones.
· Manage and send calendar invites with complete and accurate information (location, attendees, interview format, etc.).
· Track candidate availability and confirm logistics ahead of interviews.
· Ensure timely collection and documentation of interview feedback in ATS (e.g., Lever), ensuring compliance with internal standards (e.g., Metaview).
· Maintain strong communication with candidates to provide updates and ensure a positive experience throughout the process.
Administrative & System Oversight
· Audit and manage the shared Talent inbox (e.g., monitoring replies from job boards like Indeed).
· Update and maintain accurate records in the applicant tracking system (ATS), including candidate status, notes, and documentation.
· Post open roles on internal and external platforms.
· Support the maintenance of recruitment reports and dashboards.
Offer Process & Candidate Onboarding Support
· Conduct reference checks and track completion.
· Draft and distribute offer letters, ensuring accuracy and timely delivery.
· Manage the offer process through to clearance, including background checks, document collection, and onboarding preparation.
· Own the process for internal candidate tracking and coordination
Hiring Team & Recruiter Support
· Serve as a liaison between recruiters, hiring managers, and candidates.
· Prepare interview materials such as guides, agendas, and feedback forms.
· Help standardize interviewer evaluation processes and ensure completion post-interview.
System Maintenance & Process Improvement
· Maintain organized and compliant candidate files and documentation.
· Drive the organization and upkeep of digital file management systems.
· Identify inefficiencies in scheduling, feedback collection, or communication and proactively suggest process improvements.
· Ensure recruitment processes align with labor laws, DEI standards, and company policies.
Skills & Qualifications
· Experience in recruitment coordination, HR administration, or a similar role advantageous (not required)
· Strong organizational and time management skills; able to manage competing priorities.
· Technical aptitude to support applicant tracking systems (e.g., Lever) and calendar management tools (e.g., Outlook, Microsoft teams).
· Excellent written and verbal communication skills.
· Discretion in handling confidential candidate information.
· A proactive, solutions-oriented mindset.
$22.50 - $25 an hour
