Contract Recruiting Administrator

Contract Recruiting Administrator

At Salas O'Brien we tell our clients that we're engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That's why we're committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career-and they'll receive great total rewards along the way.

About Us

Founded in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow's requirements are today's opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Role Summary

The Contract Recruiting Administrator helps Salas O'Brien's Talent Acquisition team deliver an organized, responsive, and positive recruiting experience by owning essential coordination and administrative support. This person schedules interviews, manages routine candidate communications, supports recruiter-directed sourcing activities, and maintains accurate recruiting system records. By keeping logistics, follow-up, and information organized, the role reduces administrative demands on Technical Recruiters and Technical Talent Sourcers so they can focus on specialized recruiting, proactive pipeline development, and candidate engagement.

The position focuses on day-to-day recruiting support across assigned teams and business units. Working closely with Technical Recruiters, Technical Talent Sourcers, and hiring teams, the Recruiting Administrator helps maintain candidate pipelines, coordinate next steps, and ensure timely follow-through. The role also uses approved AI tools to organize details, prepare communications, and improve administrative efficiency.

This is a six-month contract opportunity with the potential to become a permanent, full-time position based on performance and business needs.

Key Responsibilities

Talent Acquisition Team Support

• Provide administrative and coordination support to the Talent Acquisition team.
• Help prepare and post approved job openings in recruiting systems and on designated job boards.
• Track recruiting activities, outstanding tasks, and follow-up needs.
• Prepare recruiting materials, candidate summaries, and interview documents.
• Use approved AI tools to organize information, summarize notes, draft routine communications, and track action items.
• Review AI-assisted work for accuracy and follow company guidelines for confidential information.
• Support recruiting events, hiring initiatives, and special projects.

Interview Scheduling and Coordination

• Schedule phone, virtual, and in-person interviews with candidates, recruiters, and hiring teams.
• Coordinate calendars across locations and time zones.
• Provide clear interview confirmations, meeting links, instructions, and relevant materials.
• Manage scheduling changes and communicate updates promptly.
• Coordinate candidate travel and related arrangements when needed.
• Follow up with interviewers to collect feedback and help recruiters maintain timely next steps.

Sourcing and Pipeline Support

• Support Technical Recruiters and Talent Sourcers in identifying prospective candidates using established search criteria.
• Search recruiting databases, professional networks, job boards, and other approved sources.
• Review resumes against recruiter-defined requirements and flag potential matches for review.
• Assist with approved outreach and follow-up communications.
• Organize prospective candidates into relevant talent pools by discipline, location, and hiring need.
• Keep sourcing records and candidate contact information accurate and current.

Candidate Communication and Experience

• Serve as a responsive point of contact for scheduling and recruiting logistics.
• Keep candidates informed about interview arrangements and next steps in coordination with recruiters.
• Respond to routine process questions and direct hiring or compensation questions to the appropriate recruiter.
• Help ensure candidates receive timely, professional, and consistent communication.
• Flag delays or communication gaps that could affect the candidate experience.
• Support a smooth transition between recruiting stages and the onboarding team.

Recruiting Systems and Reporting

• Maintain accurate candidate records, recruiting activity, and interview details in the applicant tracking system.
• Update candidate statuses at the direction of recruiters.
• Help identify duplicate records, missing information, and data inconsistencies.
• Prepare routine reports on interview activity, candidate progress, and outstanding tasks.
• Maintain recruiting templates, scheduling resources, and process documents.
• Handle candidate information confidentially and follow established data management practices.

Partnership and Collaboration

• Work closely with recruiters and sourcers to understand priorities and support needs.
• Coordinate with hiring managers, interview teams, HR partners, and onboarding teams.
• Help ensure candidates experience one consistent Salas O'Brien recruiting team.
• Communicate workload constraints and competing priorities early.
• Identify practical improvements that reduce administrative work and improve responsiveness.
• Support company-wide recruiting priorities as hiring needs change.

Measures of Success

Success is measured by the accuracy, timeliness, and reliability of recruiting support and the experience provided to candidates and hiring teams.

• Timely interview scheduling and resolution of scheduling changes
• Accuracy and completeness of recruiting system records
• Timely candidate communication and follow-through
• Completion of assigned recruiting tasks
• Quality and relevance of sourcing support
• Timely collection of interview feedback
• Positive feedback from candidates, recruiters, and hiring teams
• Effective, accurate use of approved AI tools to support coordination and administrative tasks

Experience and Qualifications

• 0-3 years of experience in recruiting coordination, HR administration, scheduling, or a related administrative support role. Entry-level candidates are welcome.
• Strong organizational skills and attention to detail.
• Ability to coordinate multiple calendars, priorities, and deadlines.
• Clear, professional written and verbal communication.
• Strong customer service skills and a responsive, collaborative approach.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Outlook, Teams, Excel, and related productivity tools.
• Experience using AI tools to coordinate details, organize information, draft communications, summarize notes, or manage follow-up tasks, with the ability to verify accuracy.
• Experience with applicant tracking systems, particularly UKG Pro Recruiting, is preferred.
• Familiarity with candidate sourcing, resume review, or professional networking tools is preferred.
• Experience supporting engineering, technical, architecture, construction, or other professional services teams is preferred.

Contract Terms and Compensation

This is a six-month contract position with the potential to become a permanent, full-time position based on performance and business needs.

The expected pay range for this role is $25-$28 USD per hour. Actual compensation will be determined based on skills, experience, qualifications, and location.

Any benefits eligibility will be determined by the applicable contract and employment terms.

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, 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/provincial, or local laws. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

Salas O'Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.