Recruiting Coordinator

Recruiting Coordinator

Nova Biomedical is hiring a Recruiting Coordinator to support a dynamic team of four recruiters in a fast‑paced environment. The role requires exceptional attention to detail, prioritisation, and strong communication skills to provide a seamless and positive candidate experience.

The Recruiting Coordinator is responsible for scheduling interviews, coordinating candidate communications, and ensuring the recruitment process runs smoothly and efficiently. The position performs a broad range of administrative and project activities to support the recruiting team and is essential to hiring success.

• Coordinate and schedule interviews across multiple time zones, ensuring timely communication of interview details, confirmation emails, calendar invites, itineraries, and resolving scheduling conflicts.
• Support recruiters with job postings, requisition management and approval, and other administrative tasks.
• Assist in posting job descriptions on platforms such as Linked In and Indeed, manage the ATS system, configure improvements, maintain templates, add/remove users, pull reports.
• Prepare and distribute recruiting reports to monitor hiring metrics.
• Manage invoicing for agency fees, candidate reimbursements, and other recruiting costs.
• Manage the Employee Referral Program: communications, payment processing, issue handling.
• Initiate background checks and create offer letters and new hire paperwork.
• Collaborate with recruiters to organise job fairs and staffing events.
• Partner with the HR coordinator on the summer intern program.
• Contribute to HR projects.
• Serve as primary point of contact for recruiting questions for international subsidiaries.
• Update weekly job postings and distribute internal and external communications.
• Act as backup to HR Coordinator for New Hire Orientation and oversee new hire luncheon.
• Assist with other job‑related duties as assigned.
• Support the Recruitment Manager and Recruiters; liaise with vendors and outside organisations.

• Bachelor’s degree or Certificate in Human Resources.
• Strong written and oral communication skills; excellent MS Office, Co‑Pilot or other AI product user, Outlook calendar experience.
• Experience with, or ability to learn, software such as Clear Company and UKG (preferred).
• Attention to detail, proactive communication, writing and organisational skills, multi‑tasking, and confidentiality.
• 0–2 years of experience in a related HR, scheduling, or administrative role (preferred).

• Ability to remain stationary, often standing or sitting for prolonged periods.
• Alternate between standing and sitting.
• Occasional lifting/carrying up to 20 pounds.
• Keyboarding and near visual acuity required.
• Repetitive wrist, hand, and finger motions.

On‑site minimum 4 days a week in Waltham, Massachusetts. Must be on-site when interviews are conducted. This is a 5‑month contract.

$26 – $33 per hour.

Nova Biomedical is an equal‑opportunity employer committed to hiring a diverse and inclusive workforce. All personnel decisions are made without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity or expression, veteran status, age, mental or physical disability, genetic information, or other protected class.