Contract Recruiting Coordinator

Job description

Job Summary

The Recruiting Coordinator provides high‑impact operational, analytical, and logistical support to Vertiv’s Engineering recruiting team. This role partners closely with Recruiters, Hiring Managers, HRBP’s, Finance, and Travel/Expense teams to ensure seamless candidate experience, accurate recruiting data management, and timely processing of interview travel, expenses, invoices, and purchase orders. This position is critical to maintaining recruiting process integrity, data accuracy, and executive‑level visibility into engineering hiring activity through dashboards and reporting.

This position will be based onsite at Vertiv’s HQ location at 505 N. Cleveland Ave., Westerville, OH 43082.

Responsibilities

Interview Coordination & Candidate Experience: Coordinate complex interview schedules across multiple time zones for Engineering candidates, including panels and virtual interviews. Serve as a primary point of contact for candidates, ensuring clear communication, professionalism, and a positive Vertiv candidate experience. Manage interview logistics, confirmations, calendar invites, and last‑minute changes with discretion and urgency.

Candidate Travel, Expenses & Financial Processing

Coordinate candidate travel arrangements , including airfare, hotel, ground transportation, and itineraries, in alignment with Vertiv travel policies. Provide guidance to candidates on interview expense submission and reimbursement processes. Review, reconcile, and track candidate interview expenses to ensure accuracy and policy compliance. Own invoice processing , including reviewing vendor invoices, resolving discrepancies, and ensuring timely submission.

Create and manage purchase orders (POs) related to recruiting services, travel, or vendors; partner with Finance and Accounts Payable to ensure proper coding and approvals.

Recruiting Systems & Data Management

Maintain and audit recruiting data within Vertiv’s Applicant Tracking System (ATS) and related recruiting tools to ensure accuracy, compliance, and reporting readiness. Support requisition lifecycle activities, including requisition setup, status updates, interview status tracking, and candidate dispositioning for Engineering roles. Partner with Recruiters to ensure clean data inputs for headcount tracking, aging reports, and compliance requirements.

Data Analysis, Reporting & Dashboards

Build, maintain, and refresh recruiting reports using Excel (advanced formulas, pivot tables, VLOOKUP/XLOOKUP, data validation) . Develop and update PowerPoint dashboards used for leadership reviews, engineering hiring updates, and workforce planning discussions. Track key recruiting metrics such as requisition aging, interview activity, offer progress, and candidate pipeline health for Engineering roles.

Requirements

2+ years of experience in a Recruiting Coordinator, HR Operations, or Talent Acquisition support role. Strong proficiency in Microsoft Excel , including pivot tables and complex formulas; demonstrated experience maintaining and analyzing recruiting data. Experience creating PowerPoint presentations or dashboards for business or leadership audiences. Proven experience coordinating candidate interviews and managing candidate logistics in a fast‑paced environment.

Familiarity with ATS platforms (e.g., Oracle Recruiting Cloud, Workday, Taleo, iCIMS, or similar). Experience handling expenses, invoices, and/or purchase orders in partnership with Finance or Accounts Payable. Exceptional attention to detail, organization, and follow‑through.

Preferred Qualifications

Prior experience supporting Engineering, Technical, or IT recruiting. Exposure to workforce planning, requisition aging analysis, or recruiting KPI tracking. Experience working in a matrixed, global environment.

Key Competencies

Data accuracy and process discipline High‑touch candidate service mindset Financial and operational accountability Strong written and verbal communication Ability to manage multiple priorities and deadlines Comfortable working with confidential information #LI-RB1