The position will be permanently hybrid (twice a week in-office).
Description:
As a Candidate Experience Specialist (CES), you are the key to delivering an excellent candidate experience for all talent. Through a strong partnership with your assigned recruiters, you’ll work directly with candidates and hiring managers to provide detailed plans, communications, and logistical support during interview arrangements (phone, video, and in person), background screening, and new hire pre-boarding/on-boarding for the client. Together with the Talent Acquisition Recruitment team, you will ensure interactions with candidates are efficient, recruitment services are expertly executed, information is accurate, and expectations of the hiring team are met throughout the recruiting and hiring process.
Coordinate the interview scheduling process with the candidate, Hiring Manager, and interview teams
Coordinate and support the pre-boarding and on-boarding processes through working closely with members of the TA recruiting team, HR Business Partners, Hiring Managers, and new hires.
Ensure necessary onboarding documentation is complete, accurate, and processed to support the setup of new employees. Keep in communication with the EDM (Employee Data Management) team to ensure new hire data input is entered into the HRIS system in a timely fashion.
Process and monitor background check requests. Ensure I-9 is completed on time.
Interact with candidates, recruiters, HR, and Hiring Managers when necessary, to assist and resolve questions/challenges they may have during the recruiting and onboarding process.
Ensures timely response to candidates, recruiters, and hiring managers
Manage candidate data and process progression by updating the applicant tracking system (ATS). Provide first-level applicant tracking system support.
Process employee referrals and travel expense reimbursement for external candidates.
Partner with Global Mobility to process visa and green card requisition management.
Facilitate professional and constant communication with all stakeholders involved in the recruiting process.
Participate in the coordination of local hiring events
Responsibilities:
Ensure positive candidate experience throughout recruitment and onboarding.
Coordinate interviews (using Microsoft Bookings, some manual adjustments required).
Manage onboarding steps: background checks, drug screens (First Advantage), I-9 documentation.
Track progress in Avature (moving to Workday in future).
Assist with new hire orientation (video-based sessions, answering HR-related questions).
Support hiring events, job fairs, and community outreach (e.g., local festivals).
Maintain organization and follow-up to ensure all onboarding steps are completed.
Required Experience, Knowledge & Education:
Associate Degree in a related field, will consider equivalent experience and other education.
4 plus years of related work experience in recruitment, HR, or customer service function.
Previous experience supporting multiple team members from an administrative capacity.
Proven ability to work effectively in a fast-paced environment, coupled with a strong sense of urgency and ability to prioritize.
Organized with a high-level attention to detail, accuracy, and follow-up while managing sensitive information.
Strong problem-solving and decision-making skills; knows when to escalate issues.
Comfortable working in a team environment but also able to operate independently.
Strong communication skills (verbal and written)
MS Office Suite proficiency (Word, Excel, PowerPoint)
Preferred Skills:
Experience with ATS (applicant tracking system) management and background check process.
Familiarity with I-9 documentation.
Knowledge of Global Data Privacy Regulations (GDPR).
Experience using Avature (ATS / CRM) and background check vendor strongly desired.
Tech-savviness for scheduling tools.
Strong organizational and prioritization skills.
Customer service mindset (candidates and managers treated as customers).
Notes:
The site is being built at the Holding Point, so candidates can work remotely until the site is completed (estimated Summer 2026).
The position will be permanently hybrid (twice a week in-office).
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status