Representative - Recruiting Coordinator in Newport Beach, California at Bristol Management Services

Summary/Objective

The Bilingual Recruiting Coordinator supports both field and corporate office hiring needs and assists with the full-cycle recruiting process across multiple departments, including drivers, mechanics, yard workers, and other operational roles. This position ensures an efficient recruiting workflow, accurate tracking of applicant progress, timely reporting, and communication between hiring teams and management.

Supervisory Responsibility

The coordinator has no direct reports.

Essential Functions

• Assists with full-cycle recruitment for drivers, mechanics, and yard workers, ensuring applicants move efficiently through the process.

• Posts and maintains job openings across multiple job boards, including ADP Recruiting, Craigslist, and other approved platforms.

• Monitors and updates the Applicant Tracking System (ATS) pipeline weekly and provides updated candidate lists as needed.

• Tracks applicant progress using the Applicant Master List and ensures all required steps are completed.

• Initiates background checks, coordinates pre-employment, and DOT physicals

• Reviews background checks, drug screen results, and physical exam results to determine candidate clearance for hire.

• Assigns new-hire training

• Verifies, submits, and keeps track of invoices for clinics.

• Approves invoices and is the main point of contact for clinics.

• Researches, analyzes, prepares, and presents hiring and statistics reports, (Hires vs Terms, Team Performance, Recruitment Report.)

• Answers phones, scans documents, and performs general clerical functions that support recruitment operations.

• Assists with job fairs, event preparation, inventory management and distribution of promotional recruiting items.

• Submits expense reports for various items and advertisement needed by the department.

• Prepares and submits recruiting team bonuses, sign-on and referral bonuses for drivers.

• Conducts initial Pre-screening of prospective candidates.

• Performs other duties assigned as needed.

Core Competencies:

• Excellent Communication skills

• Relationship Management.

• Critical Evaluation & thinking.

• Consultation.

• Business Acumen.

Position Type and Expected Hours of Work

This is a full-time position. Hours of work may vary but are generally Monday through Friday and occasional weekends. Shift time and total hours worked may be adjusted/vary due to work demand.

Travel Required: This position requires up to 5% local travel.

Minimum Education and Experience

• Bachelor’s degree in business administration or related field.

• 3-5 years’ in full-cycle recruitment and office experience.

• Hands-on experience with ADP HRIS, including maintaining employee records, running reports, and supporting full-cycle recruiting processes within the system.

• Proficient in Microsoft Office Suite, with the ability to create reports, analyze data, and manage communications.

Required Education and Experience

• Bilingual (English/Spanish)

Work Authorization/Security Clearance (if applicable)

None

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. Some filing is required, which would require the ability to lift files sometimes weighing up to 20 pounds, open filing cabinets, bend, and crouch as necessary.

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.