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  • Skotar Lesya

Can a Hiring Process Be Fast And Smooth? Ask a Recruitment Coordinator

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While choosing a staffing partner for expanding your team, ask this simple question: “Do you have a recruitment coordinator on board?” If not, we don’t recommend trying. If the plan is to hire more than 5 different specialists, this missing puzzle piece will make a significant difference.


Hi there, I’m Lesya — a Recruiting Coordinator at SD Solutions. I will guide you through each step of the hiring process, from the job brief to the selection of a candidate. Can the hiring process really be that smooth and coordinated? Let me show you how.

Recruitment is a complex process. Job profiles, pipelines, checklists, and various operating systems on our and a client’s sides – all internal and external players must follow one direction while adjusting to fast-paced changes. Therefore, if a client works with many open jobs simultaneously without a coordinator, they quickly get overwhelmed. The inquiries from several recruiters, updates for all hiring managers, and other parties can pile up quickly, sometimes reaching dozens or more. A person who is aware of all processes, all clients and locations to connect everything in one operating system is called a recruitment coordinator.


Step 1. Brief with a Client for Service Implementation

One of the most important first stages of the outstaffing process is a brief from the client on an open position. It marks the beginning of the entire hiring mechanism. A job brief is a call between the outstaffing team and the client to identify the needs and choose the working approach. This conversation is crucial in ensuring all requirements are met and everyone is on the same page moving forward.


  • Coordinator’s role

A recruitment coordinator should be involved in calls with the clients to ask clarifying questions further, take down the main requests and make everything operational. We name such meetings kick-off and matching expectations calls.

My job at this stage is to improve the position profile and update all teams (including legal and HR) on the changes. A coordinator regularly works with multiple cooperation channels and operates all stages, from position representation to process changes and specific adaptations to location.


  • Integrated Team Approach

Moreover, a coordinator directly collaborates with the clients’ recruitment department, particularly with Talent Acquisition Managers. One of the main goals is to fully align both our and the client’s teams and find the best hiring practices. 


Step 2. Processing Client’s Information For A Fully Covered Job Opening 

When a new job opening arises,  a recruitment coordinator creates a comprehensive checklist that outlines the necessary actions and milestones from start to finish. Сhecklists keep all the operations aligned. They serve as a guiding framework, ensuring no critical steps or details are missed throughout the recruitment process.


  • Сhecklists are not only about deadlines.

They form the knowledge base for recruiters containing guidelines and “How-To” instructions that cover various aspects of the hiring process. The effectiveness of our recruitment heavily depends on everyone having access to the most up-to-date information. And if there are changes, everyone in the team must be aware of the news and know how to use the latest features. 


💡 A team should know how to operate within the client’s system. For example, one of our clients works with Greenhouse ATS. There are usually a lot of changes in functioning on a platform, and the task of the recruitment coordinator is to make everything clear and precise for the team. 


Through the use of checklists and a comprehensive knowledge base, I strive to ensure that all team members are aligned and equipped with the necessary resources. I would say that consistency is the key to our efficiency.


  • Job descriptions are for more than describe

With a half-baked job description, you can search for the perfect specialist for months, and it’s not a given that you’ll find them. We put a lot of emphasis on this, and together with the communication and PR specialists, make sure that long and short job descriptions are comprehensive, well-written and good-looking. 


These things influence the employer’s brand image and the quality of future working relationships with new team members.


Step 3. Data Accuraсy For Bringing Only Relevant Candidates


Once all job descriptions have been finalised, the recruiters have a clear action plan. I take care of posting the vacancy onto our ATS system while the recruiters handle getting the vacancy listed on various job boards.


  • Proper positioning of the information 

The correct and consistent placement of information also affects whether you are understood. Сandidates often scan job postings and may not pay attention to sections buried within. Including the level (junior, middle or senior) in the job title is proven to be successful. Often, the solution is right in front of us, but it can be challenging to spot without a background in recruiting.


  • Only up-to-date information for candidates

Maintaining up-to-date information is essential to protect our company’s reputation and leave a good impression. This helps build strong working relationships over time. 

If a position has been filled, the coordinator revises the sprint, removes the vacancy, and ensures that no one is looking for new candidates. In SD Solutions, we have a strict rule to inform applicants promptly about closing the job position to avoid wasting their time.

 

Step 4. Tailor-Made Candidates Pipelines For Integrated Hiring   


It’s a common misconception that recruiting follows a one-size-fits-all algorithm. In reality, the hiring process is tailored to each client’s specific needs. All clients may have a customised pipeline, which means a different range of interviews and specific feedback sessions. Test tasks, technical interviews, and meetings with the team lead, CEO or HR manager are optional, and we build the process that fits the client, not SD Solutions.


As a recruitment coordinator, it’s my job to establish pipelines for each candidate. These pipelines allow us to easily keep tabs on each prospect’s status, whether they’re actively being considered, disqualified or in the offer stage. With this system, we can also monitor how long each candidate has engaged with us, ensuring we’re efficient and fair in our recruitment process.


How to find a good recruitment coordinator?


When it comes to ensuring a smooth and efficient hiring process, the necessary qualities a recruitment coordinator should possess may not always be clear-cut. This is due to the various tasks and responsibilities of the role. However, there are specific competencies that are essential for a recruitment coordinator to have to excel in their position. A good recruitment coordinator:


  • Gets the job done – coordinator cannot leave the task half-finished

  • Is self-disciplined – no one will clear the “desk” after you; each person is responsible for sticking to the deadlines, scheduled meetings, etc.

  • Works autonomously – independently running the project means being able to make decisions without supervision.

  • Self-studies – systems can change, and the coordinator should be ready to explore them and explain how they work

  • Has a positive attitude to work – I always have to keep abreast and be ready to fix anything if it doesn’t work.



Recruitment is a very complex and dynamic process. And answering the question of can the hiring process be fast and smooth — we say YES, IT CAN. But it requires more than a great recruitment team. It also needs a person who keeps everything together and knows the explanations to all the questions if they arise —- and in SD Solutions, it is Recruitment Coordinator.



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