Role Guide: Recruiting Coordinator

For Narqix specialists who run the hiring process for a client: job posts, applicants, interviews and candidate updates. After reading you will know how to keep hiring fast, fair and well organized, and where your authority ends.

Track: Back Office & Admin · Role: Recruiting Coordinator · Time to complete: 20 min

What this role is

When a small business hires, the owner is usually too busy to manage dozens of applicants. Good candidates wait, get no reply, and accept another job. A Recruiting Coordinator keeps the process moving: every applicant is seen, every candidate knows where they stand, and every interview happens on time with the right information.

You coordinate. The client decides. You never make a hiring decision, promise a job, or discuss pay beyond what the client has approved in writing.

What you own

Stage	Your job
Job post	Publish the client-approved post on approved job sites; keep it updated; close it when filled
Applicant intake	Every application logged in the applicant tracker within one business day
First screen	Check each applicant against the client's written must-have criteria only; sort into Meets, Does not meet, Unsure
Scheduling	Book interviews using the Calendar Management rules; send confirmations and reminders
Candidate communication	Timely, polite updates at every stage, using approved templates
Interview kits	Resume, screening answers and the client's interview questions in one link before each interview
Feedback capture	Collect the interviewer's scores and notes the same day
Offer and onboarding support	Prepare offer documents from the client's template for the client to send; collect onboarding paperwork into a restricted folder
Reporting	Weekly pipeline numbers per open role

Your rhythm

When	What
Daily, first hour	New applicants logged and screened. Interview confirmations for tomorrow sent. Reminder messages sent for today.
Daily, main block	Scheduling, interview kits, candidate replies, feedback chasing.
Daily, end	Tracker updated, every candidate in the right stage, end of day report.
Weekly	Pipeline report: applicants, screened, interviewed, offers, hires, days open, and where candidates are stuck.

How you are measured

KPI	Target
New applicants logged within 1 business day	100%
Candidates who get a status update at least every 5 business days while active	100%
Interviews with a confirmation and a reminder sent	100%
Interview kit ready 12 hours before the interview	100%
Interviewer feedback captured within 1 business day	90% or more
Scheduling errors (wrong time zone, double booking, no link)	Zero

Fair hiring rules

Hiring in the US, UK and Australia is covered by equal employment and anti-discrimination laws. The details vary by country and state, so follow your client's written instructions and the job's stated criteria, and escalate anything you are unsure about.

The Narqix rules are simple:

Screen only against the written must-have criteria the client gave you (for example: licence held, years of experience, availability for the shift).
Never screen, sort, comment on or ask about age, race, religion, gender, pregnancy, disability, national origin, marital status or any similar personal trait.
Never write personal opinions about a candidate's name, photo, accent or appearance in any note.
Treat every candidate with the same process and the same speed.
If a client asks you to filter on something that feels like a personal trait, do not do it. Tell your Narqix lead.

Never do this: never promise a candidate a job, a start date or a salary, and never tell a candidate why they were rejected beyond the client's approved wording. Those are the client's decisions and can carry legal risk.

Candidate data

Resumes, ID documents, references and background check results are personal data. Store them only in the applicant tracker or the client's restricted hiring folder. Never download them to your device, never paste them into chats, and never put them into an AI tool unless the client has approved that tool for that data in writing. See the Security Standard and the AI Use Policy in Narqix Standards.

Coach's note: the fastest way to lose a great candidate is silence. A short "We are still reviewing applications and will update you by Friday" keeps them warm. Candidates forgive slow decisions. They do not forgive being ignored.

Tools (generic)

Applicant tracker, job sites approved by the client, calendar, email inbox, video meeting tool, e-signature tool, shared drive with a restricted hiring folder, password manager, task tracker, team channel.

Handoffs

You receive: the approved job post, must-have criteria, interviewer availability, interview questions, decisions from the hiring manager.
You pass on: screened shortlists, interview kits, feedback summaries and offer document drafts to the hiring manager; onboarding paperwork to the client's admin or HR contact.

Escalation rules

Same day to the client: a candidate withdraws, an interviewer misses an interview, a top candidate has a competing offer.
To your Narqix lead immediately: any request that might be discriminatory, a candidate who becomes abusive or makes threats, or candidate data sent to the wrong person (security incident).

Common mistakes

Mistake	Fix
Screening on "feel"	Only the written criteria; "Unsure" goes to the client
Scheduling in the candidate's zone and forgetting the interviewer's	Name both zones in every invite
Leaving rejected candidates without a reply	Send the approved closing message within the agreed time
Interview kit sent 5 minutes before	Ready 12 hours ahead
Feedback chased days later	Request it right after the interview ends

Check yourself

A candidate asks you, "What salary will I get?" What do you reply?
The hiring manager asks you to "skip anyone over 50". What do you do?
Where are resumes and ID documents stored, and where are they never stored?
How often should an active candidate hear from you?