Recruiting Coordinator

Who We Are

In 2021, Poatek was acquired by WillowTree, an award-winning digital product consultancy recognized as one of the fastest growing and best places to work in the United States. Now a TELUS Digital company, with offices across the globe, we continue to partner with the world’s leading brands, such as Capital One, HBO, PepsiCo, Domino’s and more, to design, build, and transform their digital products and strategies. We’re looking to grow our Poatek offices in Brazil with top talent excited to collaborate with team members across the globe to deliver innovative solutions for our clients.

Location and Flexibility

This is a hybrid role. This model requires the ability to work in a hybrid mode from one of our offices in São Paulo (2 times/ week or 8 days/ month) or Porto Alegre (3 times/ week or 12 days/ month). Our office culture is designed to foster in-person innovation, collaboration, and connection with team members local and visiting from other global offices.

The Opportunity

We are seeking a motivated Recruiting Coordinator to join our exceptional Talent Acquisition team. This hybrid role will blend coordination and scheduling responsibilities with a strong analytical and process improvement focus. You will be essential in facilitating our hiring efforts while also enhancing our process efficiencies and data utilization. Your contributions will directly influence the candidate experience and help drive the success of our global talent acquisition strategy.

Responsibilities

Analytical & Process Improvement (75% of the role):  

• Analyze recruiting metrics by building reports and generating insights to help optimize recruitment strategies and processes.
• Manage the global referral program, tracking performance and recommending enhancements based on analytical findings.
• Assist in the implementation and integration of recruitment tools, ensuring alignment with organizational needs and objectives.
• Attend vendor meetings to stay informed about product updates and new features, effectively communicating these to the team.
• Utilize expertise in our applicant tracking system (ATS) to set up organizational settings and streamline processes that enhance team efficiency.
• Identify and resolve missing or incorrect fields in our systems to promote data cleanliness
• Oversee candidate experience surveys, analyze feedback, and creatively propose improvements to bolster our candidate journey.
• Apply systems thinking to understand how various recruiting tools interconnect, and use this insight to recommend and implement process improvements.
• Help with team documentation and the onboarding of new recruiters, ensuring they are well-equipped to contribute to our mission.
• Maintain up-to-date and accurate spreadsheets, to support the coordination and analytical needs of the team.

Coordination & Scheduling (25% of the role):  

• Partner with Recruiters and Hiring Managers to expertly plan, organize, and manage interview logistics across the global organization.
• Coordinate and schedule candidate interviews and debriefs for diverse roles, navigating complex calendars to ensure timely and efficient interview processes.
• Provide logistical support throughout the recruitment journey, including managing office tours, composing agendas, and addressing last-minute changes.
• Serve as the primary liaison for candidates and interviewers, ensuring seamless communication and a positive experience from application to onboarding.

Qualifications

• 2+ years of experience in talent acquisition, recruitment coordination, or a combination of relevant administrative roles with a strong analytical focus.
• Proven ability to coordinate complex schedules effectively while managing overlapping priorities.
• Familiarity with hiring metrics and experience running reports and building dashboards using tools such as Looker, PowerBI, or Tableau.
• Strong command of advanced Google Sheets and/or Excel; ability to manipulate data efficiently and accurately.
• Detail-oriented with exceptional attention to maintaining accurate documentation and managing confidential information.
• Strong problem-solving skills with creative thinking abilities to identify opportunities for process improvement.
• Outstanding communication skills, capable of engaging with candidates and stakeholders at all levels—from operational team members to executives.
• Resourceful and adaptable, able to navigate challenges with a positive attitude and solution-oriented approach.
• Strong systems thinking mindset to leverage technology effectively and streamline operational processes.

Bonus Points

• Experience with an applicant tracking system (e.g. Greenhouse) or scheduling software (e.g. ModernLoop)
• Experience with other tools such as LinkedIn Recruiter, Gem, Ashby, Zoom.
• Experience within Talent Acquisition Coordination and/or Operations at a global company focused on technology and/or digital products

Why Poatek / WillowTree?

• Flexible hours and autonomy
• Work with cutting edge technologies
• Partner with global and relevant brands in the market
• Collaborative team and learning ecosystem
• Career development plan & growth
• International travel opportunities (optional)

• Health and dental plan
• Life insurance
• Monthly voucher for meals, culture, education, health and mobility
• Child care assistance and more!

WillowTree celebrates our differences and provides equal employment opportunities to all team members and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Diverse teams build better products. We acknowledge that the tech industry especially lacks opportunity for those who are of non-traditional backgrounds and in underrepresented groups. In order to create the best products for everyone, we know that it's important for our team to reflect the diversity of our users, and we are committed to being the change we want to see.

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