Talent Acquisition & Retention Coordinator

Job Title: Talent Acquisition & Retention Coordinator Department: People, Culture & Development (PCD) Reports To: Senior Talent Acquisition and Retention Specialist

Job Summary – The Talent Acquisition & Retention Coordinator provides administrative, operational, and coordination support throughout the recruitment and onboarding lifecycle. The postholder assists with talent attraction activities, candidate sourcing, interview scheduling, applicant tracking, recruitment compliance, candidate communications, onboarding administration, and recruitment reporting. The role is responsible for delivering a positive candidate experience, ensuring recruitment records are maintained accurately, supporting employer branding initiatives, and assisting hiring managers and Talent Acquisition team members throughout the hiring process. The Talent Acquisition & Retention Coordinator serves as a key point of contact for candidates and contributes to the efficiency and effectiveness of the organization's talent acquisition function.

Recruitment Administration & Coordination

• Coordinate recruitment activities from requisition approval through onboarding.
• Create and post job advertisements across internal and external platforms.
• Screen applications against established job requirements.
• Schedule interviews and assessments with candidates and hiring managers.
• Coordinate interview logistics, candidate communications, and recruitment-related activities with hiring managers and designated client contacts.
• Prepare interview packages and recruitment documentation.
• Monitor recruitment timelines and follow up with stakeholders to ensure timely progression of candidates.
• Track candidate status within the Applicant Tracking System (ATS).

Candidate & Client Experience

• Serve as a primary point of contact for candidates throughout the recruitment process.
• Provide shortlist matrix to clients.
• Ensure timely communication and updates to clients & candidates.
• Coordinate candidate interviews, assessments, and onboarding activities.
• Support a positive and professional candidate experience.
• Monitor candidate engagement and identify potential recruitment process delays.

Talent Attraction & Sourcing Support

• Assist with sourcing candidates through: oJob boards oSocial media platforms oEmployee referral programs oLinkedIn searches oTalent databases
• Support job fairs, career expos, internship programs, apprenticeships, and community outreach initiatives.
• Assist with talent pipeline development activities.
• Maintain candidate pools for frequently recruited positions.
• Support content creation for recruitment marketing campaigns.

Recruitment Compliance & Documentation

• Maintain accurate recruitment records and candidate files.
• Ensure compliance with organizational policies and applicable employment legislation.
• Support auditing and record retention requirements.
• Ensure candidate information is handled confidentially and securely.
• Monitor completion of required recruitment documentation.

Offer & Onboarding Administration

• Prepare offer letters and recruitment-related correspondence.
• Coordinate pre-employment requirements including: oReference checks oBackground checks oMedical examinations oImmigration documentation
• Support onboarding activities and new hire orientation processes.
• Track pre-employment requirements and onboarding completion.

Recruitment Reporting & Technology

• Update recruitment dashboards and trackers.
• Maintain accurate ATS and HRIS records.
• Assist with recruitment reporting and metrics.
• Assist with data collection for recruitment analytics.

Employer Branding & Recruitment Marketing

• Support Employee Value Proposition (EVP) initiatives.
• Assist with social media recruitment campaigns.
• Promote vacancies through digital recruitment channels.
• Coordinate recruitment marketing materials and advertisements.
• Support employer branding events and activities.

Employee Retention & Engagement

• Coordinate the implementation of approved onboarding and orientation programs and provide feedback to improve employee integration and retention.
• Collaborate with clients’ to then hand over the new hire to the client for their specific “new hire orientation” program.
• Participate in and promote Career Fairs for the parent and client companies.
• Coordinate work experience and internship programs for parent and client companies.
• Support employee engagement survey communications and participation and follow-up activities.
• Maintain accurate employee movement and recruitment records to support retention and turnover reporting.

Offboarding Administration

• Conduct and document exit interviews.
• Coordinate the completion of offboarding checklists with managers and relevant clients.
• Notify Payroll, IT, Facilities, Security, and other relevant stakeholders of employee departures.
• Ensure company property is returned and requirements are complete.
• Coordinate system access termination requests with IT.

Minimum Qualifications Education

• Associate Degree, Diploma, or Bachelor's Degree in Human Resources, Business Administration, Psychology, or a related field; desired but not required.
• Progress toward an HR certification would be considered an asset.

Experience

• 1–3 years of recruitment, HR administration, customer service, or related experience.
• Experience using Microsoft Office applications.
• Experience using ATS or HRIS systems preferred.