Recruiting Coordinator

SUMMARY 

At Magnolia, the Recruiting Coordinator supports the Recruiting Specialists and broader People Team by ensuring the smooth and efficient execution of administrative and logistical elements of the recruitment process. This role plays a vital part in candidate experience and team support, handling scheduling, documentation, candidate communication, and general coordination. The position is based at Magnolia Headquarters in Waco, Texas, and reports to the Recruiting Sr. Specialist. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Schedule and coordinate interviews across all time zones for both internal and external candidates, including logistics for video and in-person interviews*  
• Serve as the main point of contact for candidates throughout the interview process, ensuring timely and professional communication*  
• Assist with job description development, including the assessment of job specifications, duties, and qualifications    
• Prepare and distribute interview materials to hiring teams  
• Represent Magnolia at local and online job fairs  
• Maintain and update applicant tracking system (ATS) with candidate information and status changes*  
• Support job posting process by formatting and posting roles across internal and external job boards  
• Enter, organize, and maintain all new hire personnel records, ensuring confidentiality and accuracy 
• Track and organize candidate feedback, hiring documentation, and follow-up communication*  
• Assist with pre-arrival processes including background checks, reference checks, and administrative onboarding tasks*  
• Coordinate logistics for hiring events and job fairs, including supplies, setup, and candidate registration  
• Maintain recruiting-related files and ensure compliance with hiring documentation standards  
• Assist with offer letters, candidate packets, and communication templates  
• Support recruiting projects, reporting, and metrics tracking as needed*  
• Perform other duties as assigned  

*Metrics evaluated on Performance Review 

COMPETENCIES 

• Teamwork: Contribute to a team environment supporting diversity, equity, inclusion, and belonging. Work effectively with others, be a team player and contribute toward team goals. 
• Critical Thinking: Identify and communicate challenges in day-to-day activities. Ability to analyze data, trends, and patterns. 
• Expertise: Eye for detail, accuracy, and complete all tasks in a timely manner. Possess knowledge and skills related to specific area(s) and specialized tools and techniques relevant to specialization. 
• Communication: Strong verbal and written communication skills, strong organizational and prioritization skills, ability to work in a fast-paced environment while remaining calm and organized, desire to engage with others and improve processes. 
• Guest Focus: Ability to proactively understand and meet guest needs, ensuring a personalized and guest-centric experience. 
• Strategy and Goal Setting: Approach change with positivity and curiosity. Know your role in achieving team goals. 
• Hard skills: Proficiency in Microsoft Office Suite and Google Drive preferred. Basic understanding of Applicant Tracking Systems (ATS) and Human Resources Information Systems (HRIS) preferred.  

ELIGIBILITY QUALIFICATIONS 

• Bachelor’s degree from a 4-year college or university preferred 
• 1-2 years of related work experience OR an equivalent combination of education and experience preferred 

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is required to sit; use hands and arms to reach, handle, feel; utilize fine motor dexterity of fingers; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. 

ACKNOWLEDGEMENTS  

Magnolia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. 

This job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description at any time.