Recruiting Coordinator

SUCCESS AT WESTERN STATES: Western State's culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a "play to win" organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization.

Job Summary: The Talent Acquisition Coordinator serves as an administrative support role within the Talent Acquisition Team at Western States, tasked with facilitating the company's recruitment and onboarding processes. This position requires enthusiasm for the candidate experience to serve as the primary liaison for internal and external applicants, offering guidance and assistance with applications, pre-employment processes, and general Talent Acquisition support. Meticulous attention to detail, exceptional communication skills, and passion for the candidate experience are essential for ensuring all recruiting and onboarding processes are handled efficiently, consistently, and accurately while maintaining positive relationships with stakeholders.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environment for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Recruiting and Onboarding Support

• Utilizes Applicant Tracking System (ATS) to assist job seekers, administer recruitment and requisition processes, including job posting, and new employee onboarding.
• Collaborates with Recruiters and hiring managers to gather necessary information for offer letters, such as salary, start date, and position details.
• Initiates the DocuSign process for offer letters, including sending documents to candidates, tracking progress, and managing any required revisions or approvals.
• Serves as a point of contact for candidates during the offer letter and onboarding process, answering questions, providing instructions for signing documents, background and drug screening, and facilitating communication between candidates and relevant stakeholders.
• Maintains organized records of offer letters and related documents within the internal document management systems, ensuring confidentiality and compliance with data protection regulations.
• Coordinates the scheduling and administration of background checks and drug tests for job applicants as part of the hiring process while maintaining strict confidentiality regarding the results of background checks and drug tests, ensuring that sensitive information is only shared with authorized individuals.
• Partners with HR Coordinator in creating/maintaining employee files to ensure organization and accuracy, according to Federal and State-specific retention guidelines.

General Administration:

• Assists with additional administrative tasks as needed, such as scheduling interviews, coordinating candidate travel arrangements, or supporting other aspects of the hiring process.
• Identifying opportunities for process improvement and efficiency enhancements in the offer letter workflow, proposing solutions, and implementing changes as approved.
• Coordinates department requests to ensure new hire needs are processed timely. This includes IT, Finance, Fleet, and Training requirements.
• Supports company recruiting initiatives to include event coordination, promotional activities, oversight of SWAG inventory, and invoicing.
• Supports Talent Acquisition Manager in updating and maintaining Western States' recruitment procedures and projects.
• Performs other duties as assigned.

SKILLS, KNOWLEDGE, AND ABILITIES:

• Intermediate computer experience including Microsoft suite and Adobe.
• Experience utilizing or administering Applicant Tracking Systems, third party background vendors, and DocuSign.
• Exceptional communication skills, both written and verbal with ability to multitask.
• Ability to develop and maintain effective working relationships with others.
• Consistent attendance.

EDUCATION AND EXPERIENCE:

• Proof of high school diploma or General Education Degree (GED).
• Two years of comparable administrative experience required; preference given for HR/Recruiting administration experience.
• Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS:

• Ability to stand for long periods of time along with walking, sitting, repetitive climbing stairs, reaching (including but not limited to above-shoulder reaching), repetitive bending, stooping, pushing, pulling, leaning and twisting.
• Ability to lift up to 35 lbs. in accordance with Western States' Lifting Policy to include amount and approach.
• Must be able to meet all safety requirements for applicable safety policies.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.