Recruiting Coordinator

KPS Life is seeking a detail-oriented and proactive Recruiting Coordinator to join our Global Recruitment Team . This role will provide centralized administrative and operational support to our sourcing recruiters, project leads, and recruitment leadership, enabling the team to focus more fully on candidate engagement, sourcing, client partnership, and strategic recruitment activities. The Recruiting Coordinator will initially focus on candidate submission preparation, internal interview and technical-screening coordination, system updates, documentation, and other internal recruitment processes. As the individual develops a strong understanding of our processes, clients, and service expectations, the position may expand to include client interview scheduling and selected client-specific communications. The ideal candidate has prior experience in staffing, recruitment coordination, or operational support and is comfortable managing multiple priorities in a fast-paced, high-volume environment. This is a hybrid position requiring three days per week in our Malvern, Pennsylvania office, or three days per week in our Warsaw, Poland office. Key Responsibilities Candidate and Submission Support Review incoming candidate applications and take the appropriate next step based on established screening criteria and recruitment workflows. Send timely and professional rejection notifications to applicants who do not meet the position requirements. Assign potentially qualified applicants to the appropriate sourcing recruiter for further review and follow-up. Format candidate CVs/resumes, as needed, in accordance with client-specific requirements, templates, and presentation standards. Prepare candidate submission summaries using recruiter-provided information, including relevant skills, experience, availability, and compensation details. Review candidate submission materials for accuracy, consistency, completeness, and overall quality. Ensure all candidate materials are polished, professional, and ready for client presentation. Maintain consistency across outbound candidate documentation and submission processes. Track submissions and follow up with internal team members to obtain missing information or documentation. Interview Scheduling and Coordination Coordinate internal interviews and technical screenings between candidates and internal subject matter experts. Manage calendars and availability across candidates and internal interview participants, including coordination across multiple time zones. Communicate screening details, confirmations, and scheduling changes to candidates and internal stakeholders. Serve as the central point of contact for internal interview scheduling and related logistical questions. Monitor upcoming internal interviews and screenings to ensure participants have the necessary information. Maintain accurate scheduling records and update applicable recruitment systems and trackers. Following a period of training and demonstrated proficiency, the role may expand to include client interview scheduling and other client-specific recruitment communications. Systems, Documentation, and Tracking Maintain accurate and timely information within the applicant tracking system and related recruitment systems. Create and update recruitment opportunities, candidate records, status changes, and other required data. Complete people start and end-date updates and other personnel-related system changes. Upload and organize contract documentation within SharePoint. Apply appropriate tags and maintain overall system and data hygiene. Maintain LinkedIn job postings, including posting, updating, refreshing, and closing positions as needed. Monitor recruitment records for missing or outdated information and coordinate corrections with the appropriate team members. Support the preparation and maintenance of recruitment trackers, reports, and team metrics. Recruitment Operations Support Provide administrative coverage during recruiter or project lead PTO, business travel, and other periods of absence. Support day-to-day recruitment operations in partnership with project leads and department leadership. Assist with meeting coordination, documentation, follow-up activities, and other team administrative needs. Help maintain process continuity, organization, and timely communication across active recruitment activities. Identify opportunities to improve administrative processes, templates, tracking, and team efficiency. Support additional recruitment projects and operational initiatives as needed. Qualifications One to three years of experience in staffing, recruitment coordination, recruitment operations, human resources administration, or a related role. Strong organizational and documentation skills with exceptional attention to detail. Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously. Experience working with Microsoft Outlook, Excel, SharePoint, applicant tracking systems, CRM platforms, or similar business systems. Strong written and verbal communication skills. Professional and service-oriented approach when communicating with candidates, colleagues, and external stakeholders. Ability to handle confidential candidate, employee, and business information appropriately. Self-starter who can work independently, anticipate needs, and take proactive ownership of assigned responsibilities. Ability to work effectively as part of a geographically dispersed, global team. Experience supporting recruitment within the life sciences, pharmaceutical, clinical research, or professional staffing industry is preferred but not required.