Talent Acquisition Coordinator - Veterinary Recruiting

Job description

The Role The Talent Operations Coordinator is a critical operational partner to the Recruiting team, helping ensure the day-to-day recruiting process runs smoothly, efficiently, and consistently across Petfolk. This role manages recruiting operations, candidate and interview coordination, externship support, recruiting systems, and administrative processes that create a high-quality experience for candidates, recruiters, and hiring teams. You will serve as a central point of coordination across Talent Acquisition, Talent Operations and other business partners. From opening and maintaining requisitions to coordinating interviews, tracking feedback, managing externship requests, and keeping recruiting systems accurate, you will make sure the details are handled and nothing falls through the cracks. While this role is highly execution-focused, it also requires someone who looks for ways to make the recruiting function better. The successful candidate will be proactive, highly organized, comfortable managing competing priorities, and motivated by creating structure and consistency in a fast-growing organization. What You'll Do Intake and manage new requisition requests across Petfolk, ensuring required approvals and documentation are complete. Create, post, edit, maintain, and close requisitions across recruiting platforms. Audit requisitions and job postings for accuracy, completeness, and consistency with recruiting standards. Manage internal and external job board postings and ensure job opportunities remain accurate and up to date. Maintain accurate candidate and requisition information within Petfolk's ATS and recruiting systems. Conduct routine ATS audits and data cleanup to maintain system integrity and data accuracy. Coordinate and schedule candidate interviews across multiple calendars, with a focus on veterinarian recruiting. Send interview confirmations, reminders, scheduling updates, and other timely communications to candidates and interviewers. Manage interview changes, cancellations, and rescheduling while ensuring a seamless candidate experience. Serve as the primary point of contact for candidates regarding interview scheduling and logistics. Coordinate on-site interview experiences, including itineraries, candidate packets, interview guides, and travel arrangements when applicable. Follow up on outstanding interview feedback and ensure interviewers complete feedback within established timelines. Escalate overdue feedback and other outstanding recruiting tasks when necessary. Coordinate and complete candidate reference checks. Serve as a resource to recruiters and hiring teams for questions related to candidate coordination and interview logistics. Monitor incoming externship and shadowing requests and provide timely responses to applicants. Determine whether externship applicants meet basic eligibility requirements and coordinate placements with Pet Care Center partners. Maintain accurate externship pipelines, calendars, and records of completed externships. Proactively follow up with candidates and Pet Care Center partners when responses or scheduling confirmations are outstanding. Monitor adherence to recruiting processes and service-level expectations. Identify opportunities to improve recruiting workflows, systems, and operational efficiency. Assist with testing and implementation of new recruiting tools, system enhancements, and process changes. Provide administrative and project support to Recruiting Leadership, including meeting coordination, team events, off-sites, and special projects. Track project timelines, deliverables, and follow-up items to ensure priorities continue moving forward. Maintain recruiting documentation, resources, and materials for Recruiting Leadership and the broader team. Partner cross-functionally to support recruiting initiatives and ensure timely execution of recruiting priorities. What Success Looks Like Requisitions are opened, maintained, posted, and closed accurately and efficiently. ATS data, candidate records, and recruiting documentation are accurate, complete, and up to date. Interviews and on-site experiences are organized, seamless, and reflective of Petfolk's values. Candidates, recruiters, and hiring teams receive timely, clear, and professional communication. Interview feedback, reference checks, and other recruiting tasks are completed on time, with overdue items proactively followed up on and escalated when needed. Externship and shadowing requests are managed efficiently, with accurate tracking and timely follow-through. Recruiting processes and service-level expectations are consistently followed across the team. Recruiting systems and workflows become increasingly organized, efficient, and reliable. Opportunities for process improvement are identified and translated into practical solutions. Recruiting Leadership has dependable administrative and project support that keeps priorities and deliverables moving forward. Recruiters and hiring leaders are able to focus on strategic and candidate-facing work because day-to-day coordination and operational details are proactively managed. Who You Are You are highly organized and naturally keep track of details, deadlines, and follow-ups. You have exceptional attention to detail and take pride in getting things right the first time. You are proactive and do not wait for someone else to identify a problem before taking action. You are an excellent communicator who can build positive relationships with candidates, recruiters, hiring leaders, and cross-functional partners. You are comfortable coordinating complex schedules and managing multiple priorities simultaneously. You are dependable and have a strong sense of ownership and follow-through. You are service-oriented and care about creating a positive experience for both internal and external stakeholders. You are comfortable working in systems and enjoy keeping information organized, accurate, and up to date. You are a problem solver who looks beyond the immediate issue to understand how a process could work better. You are comfortable following established processes while also identifying opportunities to improve them. You are adaptable and can stay organized when priorities shift in a fast-growing environment. You handle confidential and sensitive information with discretion and professionalism. You work well independently while also knowing when to communicate, escalate, or ask for help. You bring a calm, solutions-oriented approach to a role where there are often many moving pieces at once. Education & Experience 2–4 years of experience in recruiting, talent acquisition, recruiting coordination, HR operations, or a related field. Experience working with an applicant tracking system and familiarity with recruiting systems and job boards. Demonstrated experience coordinating complex schedules, interviews, or other time-sensitive processes. Strong organizational skills and demonstrated ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills with a strong focus on candidate and stakeholder experience. Experience working in a fast-paced, dynamic environment with shifting priorities. Demonstrated ability to proactively follow up on outstanding tasks and ensure commitments are completed. Experience identifying process gaps and supporting improvements to workflows or systems. Ability to maintain accurate and confidential candidate and recruiting information. Bachelor's degree or equivalent professional experience preferred. Work Environment This role is based at Petfolk’s New York headquarters and requires four days per week on-site, with one day per week available to work remotely. The position involves regular collaboration with the Recruiting team and cross-functional partners through in-person meetings, video conferencing, email, messaging, and other recruiting and collaboration tools. Time may also be spent at Pet Care Centers and industry events as needed. Travel Required This position requires minimal travel, up to 10%, to Petfolk's headquarters for in-person meetings and to Pet Care Centers to familiarize yourself with projects and ensure timelines are met. Travel may also include veterinary conferences and local market events. Compensation & Benefits The base salary range for this position is $67,000-70,000, based on experience and qualifications. Petfolk offers a comprehensive benefits package designed to support the health, well-being, and continued growth of our team members. This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. Petfolk is an equal-opportunity employer. It is the company's policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, or veteran status. At Petfolk, we’re reshaping veterinary care by blending high-quality medicine with a welcoming, connected experience for pets, their families, and the professionals who care for them. Our people are central to that mission. As Petfolk continues to grow, we are building a thoughtful, relationship-driven recruiting team that can connect exceptional veterinary professionals with meaningful career opportunities across our markets.