Contract Recruiting Coordinator

Job Summary
The Recruiting Coordinator provides highimpact operational analytical and logistical support to Vertivs Engineering recruiting team. This role partners closely with Recruiters Hiring Managers HRBPs Finance and Travel/Expense teams to ensure seamless candidate experience accurate recruiting data management and timely processing of interview travel expenses invoices and purchase orders.

This position is critical to maintaining recruiting process integrity data accuracy and executivelevel visibility into engineering hiring activity through dashboards and reporting.

This position will be based onsite at Vertivs HQ location at 505 N. Cleveland Ave. Westerville OH 43082.

Responsibilities:

Interview Coordination & Candidate Experience:

• Coordinate complex interview schedules across multiple time zones for Engineering candidates including panels and virtual interviews.
• Serve as a primary point of contact for candidates ensuring clear communication professionalism and a positive Vertiv candidate experience.
• Manage interview logistics confirmations calendar invites and lastminute changes with discretion and urgency.

Candidate Travel Expenses & Financial Processing:

• Coordinate candidate travel arrangements including airfare hotel ground transportation and itineraries in alignment with Vertiv travel policies.
• Provide guidance to candidates on interview expense submission and reimbursement processes.
• Review reconcile and track candidate interview expenses to ensure accuracy and policy compliance.
• Own invoice processing including reviewing vendor invoices resolving discrepancies and ensuring timely submission.
• Create and manage purchase orders (POs) related to recruiting services travel or vendors; partner with Finance and Accounts Payable to ensure proper coding and approvals.

Recruiting Systems & Data Management:

• Maintain and audit recruiting data within Vertivs Applicant Tracking System (ATS) and related recruiting tools to ensure accuracy compliance and reporting readiness.
• Support requisition lifecycle activities including requisition setup status updates interview status tracking and candidate dispositioning for Engineering roles.
• Partner with Recruiters to ensure clean data inputs for headcount tracking aging reports and compliance requirements.

Data Analysis Reporting & Dashboards:

• Build maintain and refresh recruiting reports using Excel (advanced formulas pivot tables VLOOKUP/XLOOKUP data validation).
• Develop and update PowerPoint dashboards used for leadership reviews engineering hiring updates and workforce planning discussions.
• Track key recruiting metrics such as requisition aging interview activity offer progress and candidate pipeline health for Engineering roles.

Requirements:

• 2 years of experience in a Recruiting Coordinator HR Operations or Talent Acquisition support role.
• Strong proficiency in Microsoft Excel including pivot tables and complex formulas; demonstrated experience maintaining and analyzing recruiting data.
• Experience creating PowerPoint presentations or dashboards for business or leadership audiences.
• Proven experience coordinating candidate interviews and managing candidate logistics in a fastpaced environment.
• Familiarity with ATS platforms (e.g. Oracle Recruiting Cloud Workday Taleo iCIMS or similar).
• Experience handling expenses invoices and/or purchase orders in partnership with Finance or Accounts Payable.
• Exceptional attention to detail organization and followthrough.
• Preferred Qualifications:
  • Prior experience supporting Engineering Technical or IT recruiting.
  • Exposure to workforce planning requisition aging analysis or recruiting KPI tracking.
  • Experience working in a matrixed global environment.
• Key Competencies:
• Data accuracy and process discipline
• Hightouch candidate service mindset
• Financial and operational accountability
• Strong written and verbal communication
• Ability to manage multiple priorities and deadlines
• Comfortable working with confidential information

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