Candidate Intake & Front Desk Experience Coordinator

Location: Waukesha, WI 53188

Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m. (Open to Full-time or Part-time)

Compensation: $17–$19 per hour, based on experience

A day in this role

At 7:55 a.m., you stock orientation packets, open the text messaging platform, and glance over today’s interview schedule. By 8:00 a.m., the first call is ringing and a guest steps through the door—you greet them within 10 seconds with a warm welcome while picking up the phone quickly. You determine the caller’s needs, answer questions, or route the call, and you document the inquiry in our Express automated system—creating the inquiry, opening the workforce record, and scheduling or passing the interview when appropriate.

Throughout the morning, you manage the applicant flow in the lobby, assign interviews and orientations to Employment Specialists, and administer skills evaluations, offering clear instructions and support. Between visitors, you enter applicant data accurately, file documents, send text reminders for scheduled and missed interviews, and monitor incoming texts from applicants and associates.

In the afternoon, you assist with recruiting efforts—making outbound calls to new applicants provided by the Recruiting Specialist and helping prepare for job fairs (onsite or offsite as needed). You collect timecards, help answer payroll questions, and hand out checks to associates. You keep the office orderly, maintain confidentiality at all times, restock supplies and forms (including orientation packs), and prepare mailings and updated lists.

You collaborate with your Team Leader/Franchisee—sharing metrics and activity reports prior to scheduled meetings, using Situational Leadership language, and continuously building your knowledge of staffing services, employment-related documents, and federal/state employment regulations. You conduct business in line with Express systems, policies, and applicable laws, always aiming for a consistent 5-star experience for everyone who walks in or calls.

What you’ll do

• Create a positive first impression for walk-ins and callers; greet visitors within 10 seconds and answer phones promptly.
• Identify caller needs; answer, resolve, or route calls appropriately.
• Document 100% of Inquiry Calls in the Express automated system: create inquiry, create workforce record, schedule/pass interview.
• Manage in-person applicant flow efficiently; ensure a 5-star customer experience.
• Assign interviews/orientations to Employment Specialists and support recruiting efforts.
• Administer skills evaluations; review for completion and provide guidance.
• Enter applicant data, file paperwork, and maintain organized records.
• Make outbound calls to new applicants; assist with job fairs at Express or offsite locations.
• Type correspondence, prepare mailings, and update mailing lists.
• Maintain confidentiality; collect timecards; assist with payroll questions; hand out checks.
• Keep the office tidy; manage supplies, forms, and orientation pack stock.
• Manage text communications: send interview reminders and monitor incoming messages.
• Follow Express systems/policies; comply with laws and organizational guidelines.
• Build knowledge of staffing services, employment documents, and employment law basics.
• Meet regularly with Team Leader/Franchisee; provide reports/metrics; use Situational Leadership language.
• Perform other duties as assigned; support the office team wherever needed.

What you bring

• Calm under pressure; comfortable multitasking in a fast-paced setting with high call volume.
• Ability to type while engaging on the phone; strong typing and data entry accuracy.
• Technical agility and willingness to learn new platforms (Express systems, text tools, MS Office).
• Strong interpersonal skills; team-first mindset; goal-focused and dependable.
• Business awareness with a “big picture” perspective.
• Integrity, authenticity, and a healthy approach to feedback.
• Compassion for teammates, job seekers/associates, and client representatives.
• Commitment to continuous learning and professional development.

Education and experience

• High School Diploma or GED.
• Customer service experience.
• Strong communication, interpersonal, and organizational abilities.
• Comfort working independently and collaboratively.
• Proficiency with Microsoft Office and related software.
• Bilingual skills are a plus.

Proficiencies

• Customer Service
• Recruiting (support and coordination)

If you love being the calm, friendly center of a busy office and take pride in precision, we’d love to meet you.