Job Description

INTRODUCTION

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence, and integrity. “Quality In Everything We Do” is far more than our mantra — it is our standard.

Explore a career with A & Associates, one of the leading providers of temporary, temp-to-hire, permanent placement services, and security guard services.

POSITION SUMMARY

We are seeking an exceptionally organized, fast-paced Recruitment Coordinator to support applicant processing for large-scale transit hiring. This role is the first and most critical step in the recruitment workflow and requires someone who thrives in very high-volume , detail-heavy environments.

The coordinator will manage a continuous pipeline of applicants, issue large batches of offer letters daily, track responses, and prepare candidates for upcoming training classes. The volume is significant: weekly transit classes require approximately 90 confirmed candidates , which may involve processing up to 900 applicants to meet hiring goals.

This position is ideal for someone who is highly administrative, systems-oriented, persistent, accurate under pressure, and able to remain focused while managing hundreds of moving parts. A structured 6-week training program is provided.

DUTIES AND RESPONSIBILITIES

Applicant Processing & Offer Management

• Issue a minimum of 15 offer letters per day , ensuring accuracy in details and documentation.
• Track, follow up, and secure returned offer letters in a timely manner.
• Maintain continuous communication with applicants regarding next steps, document requirements, and deadlines.
• Ensure each applicant meets all pre-qualification steps before advancing to recruiters.

Pipeline Management

• Manage a large, ongoing applicant pipeline with urgency, accuracy, and attention to detail.
• Prioritize candidates efficiently to support weekly training class goals.
• Monitor applicant movement through multiple stages and ensure all data is current.

Administrative & System Requirements

• Enter, update, and maintain applicant information in the Applicant Tracking System (ATS) in real time .
• Organize large volumes of applicant files, offer letters, spreadsheets, and communication logs.
• Maintain error-free documentation with a high degree of precision.
• Experience with Oracle products is a plus but not required.

Class Preparation & Coordination

• Assist in preparing rosters and documentation for weekly transit training classes.
• Confirm candidate attendance, readiness, and completion of required onboarding paperwork.
• Communicate closely with internal teams regarding class counts and potential gaps.

Communication & Follow-Up

• Work with applicants to gather required documents, clarify instructions, and ensure timely responses.
• Provide excellent customer service while managing high call and email volume.
• Escalate issues or delays appropriately to recruiters or supervisors.

Process Adherence & Productivity

• Follow standardized workflows, documentation procedures, and compliance requirements.
• Maintain daily and weekly productivity expectations related to offer issuance, applicant tracking, and class readiness.
• Stay focused and composed in a fast-moving, detail-intensive environment without becoming overwhelmed.

MINIMUM QUALIFICATIONS

• Strong administrative or coordination background, ideally in high-volume environments.
• Exceptional attention to detail and ability to manage hundreds of tasks simultaneously.
• Ability to stay organized and calm under pressure with changing priorities.
• Experience using ATS platforms; Oracle system experience is a plus.
• Excellent communication, follow-up, and documentation skills.
• Strong computer proficiency, including email, spreadsheets, and database systems.
• Ability to complete a 6-week training program and adhere to established processes.

EEO STATEMENT

A & Associates, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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