Scheduling Coordinator - Recruitment Operations

Summary

Join Pearl Talent as a Scheduling Coordinator and support our Recruiting Operations team in a fully remote role based in LATAM or EA countries. This full-time, independent contractor position involves managing high-volume interview scheduling, candidate communications, and documentation. You will coordinate schedules across multiple time zones, create Zoom meetings, maintain organized calendars, and ensure all necessary materials are included in meeting invites. You will also manage communication with candidates, track their progress, and maintain accurate records. Additionally, you will create and manage candidate folders, prepare interview documents, and help improve recruiting processes. This role requires strong organizational skills, attention to detail, and experience in a similar role supporting US-based teams.

Requirements

• 2+ years of experience in a recruiting coordinator, administrative, or operations role , preferably supporting US-based teams
• Experience with calendar management, Zoom scheduling , and stakeholder coordination
• Strong organizational skills and a high attention to detail
• Comfort with repetitive administrative tasks and email communication
• Ability to manage multiple competing priorities in a fast-paced environment
• Proficiency in Google Workspace (Docs, Sheets, Calendar) and common recruiting tools

Responsibilities

• Schedule interviews and internal meetings across multiple time zones and stakeholders
• Create Zoom meetings and send calendar invites with appropriate documentation
• Coordinate availability between candidates, hiring managers, and interviewers
• Maintain an organized recruiting calendar with up-to-date meeting details
• Ensure agendas, interview materials, and links are included in all invites
• Send professional email introductions between candidates and interviewers
• Manage all scheduling-related communication with candidates
• Follow up to confirm meetings, clarify details, and ensure process continuity
• Monitor candidate progression and ensure timely follow-ups
• Maintain accurate and updated candidate records throughout the interview process
• Create and manage candidate folders in the internal file system
• Prepare interview documents and customize templates for each interview stage
• Organize evaluation criteria and interview guides for different roles
• Ensure all interviewers have the information they need ahead of time
• Support implementation and upkeep of recruiting tools and systems
• Collect and consolidate feedback on the candidate experience
• Help define and refine standard operating procedures (SOPs) for recruiting ops
• Track metrics related to interview scheduling and operational efficiency

Preferred Qualifications

• Experience working as a contract recruiter or with sourcing/screening workflows
• Familiarity with candidate tracking systems (ATS) and structured interview processes
• Background in startups or fast-moving environments with high task volume
• Process-oriented mindset with an interest in building and improving workflows

Benefits

• Fully WFH, forever
• Annual team retreat
• Unlimited PTO
• Potential Growth Opportunities