[Hiring] Recruiting Admin Coordinator / Virtual Assistant @Supplied Talent

Role Description

We are a fast-growing boutique recruitment agency with a strong recurring client base. Our recruiters are high-volume and work autonomously — they need a reliable, organized admin partner to handle coordination and logistics so they can stay focused on sourcing and placing candidates. This is an immediate-start, part-time role with the potential to grow. We are looking for someone who understands the pace of a recruiting environment and can hit the ground running without a lot of hand-holding.

What You Will Do

• Interview & Calendar Coordination
  • Schedule and confirm interviews between candidates and hiring managers
  • Send timely confirmations via email, phone, and text
  • Manage calendar logistics and follow up on reschedules and no-shows
  • Track interview outcomes and keep the team updated on candidate status
• ATS & Pipeline Management
  • Keep the applicant tracking system (ATS) current with candidate activity and stage updates
  • Audit pipelines regularly to identify stale roles or inactive candidates
  • Ensure all submission and placement records are accurate and complete
• Sourcing & List Building Support
  • Build targeted candidate and prospect lists using sourcing tools as directed
  • Assist with outreach tracking and follow-up logging
  • Organize and pull sourcing reports for the recruiting team
• General Administrative Support
  • Maintain organized shared file systems and document storage
  • Log daily team activity in tracking tools and communication channels
  • Support the Operations Manager with ad hoc tasks as needed

Qualifications

• Previous experience supporting a recruiting, staffing, or HR team
• Comfortable working inside an ATS — familiarity with any modern system is a plus
• Strong organizational skills and attention to detail
• Confident communicating with candidates via phone, text, and email
• Proficient with Google Workspace (Gmail, Calendar, Drive, Sheets)
• Self-starter who can manage tasks independently without constant direction
• Available Monday through Friday, ideally 10:00 AM – 2:00 PM EST

Requirements

• Experience supporting multiple recruiters at the same time
• Familiarity with sourcing tools such as LinkedIn Recruiter, Indeed, or Apollo
• Background in high-volume or service industry recruiting environments
• Experience working within a remote team

What Success Looks Like in Week 1

• All pending interview scheduling is cleared and candidates are confirmed within 24 hours
• ATS pipeline is fully up to date across all active accounts
• Recruiters are not spending any time on scheduling or administrative follow-up
• You have a clear understanding of each account’s process and can manage it independently