Virtual Recruitment Coordinator
About the role and the company hiring.
Virtual Recruitment Coordinator
Candidate Screening & ATS Administration
Company: Hire Engine Inc.
Location: Remote | Edmonton, Alberta-based company
Position Type: Part-Time, with potential for growth
Schedule: Flexible, with availability during Canadian business hours (Mountain Time)
Compensation: Competitive, based on experience and location
About Hire Engine
Hire Engine Inc. is a boutique Canadian recruitment and talent consulting firm helping organizations make smarter hiring decisions.
We work with companies across construction, environmental services, industrial operations, manufacturing, logistics, professional services, and other specialized industries.
Our approach goes beyond matching resumes to job descriptions. We focus on understanding people, evaluating their qualifications, and helping employers reduce the risks associated with hiring.
Our philosophy is simple:
Measure Twice. Hire Once.
As our business grows, we're looking for a highly organized, personable, and detail-oriented Virtual Recruitment Coordinator to help manage the early stages of our recruitment process.
The Opportunity
We're looking for someone who enjoys talking to people, asking thoughtful questions, and keeping information organized.
In this role, you'll be responsible for connecting with applicants, conducting structured preliminary screening interviews, documenting candidate information, and maintaining accurate records within our applicant tracking system, Workwolf.
You'll be an important part of the candidate experience, often serving as the first personal contact someone has with Hire Engine.
Your work will help our senior recruitment consultant focus on deeper candidate assessments, client relationships, and strategic recruitment activities.
This is an excellent opportunity for someone with recruitment administration, HR coordination, virtual assistant, or talent acquisition support experience who wants to work with a growing Canadian consulting business.
What You'll Be Doing
1. Candidate Screening & Preliminary Interviews
Contact applicants by phone, email, or video to arrange initial screening conversations.
Conduct structured 10–20-minute preliminary interviews using established screening questions and job requirements.
Confirm relevant employment experience, qualifications, certifications, and technical competencies.
Discuss employment history, career interests, reasons for seeking new opportunities, and candidate availability.
Capture compensation expectations, preferred work locations, willingness to relocate or travel, and anticipated start dates.
Ask appropriate follow-up questions to clarify candidate responses.
Identify candidates who appear to meet the essential requirements of a position and flag areas requiring further review.
Provide a professional, friendly, and respectful candidate experience.
2. Applicant Tracking System Administration — Workwolf
Maintain accurate and complete candidate profiles within Workwolf.
Enter interview notes, screening responses, qualifications, and other relevant candidate information.
Upload resumes and supporting documentation.
Organize candidates using established tags, categories, and recruitment pipeline stages.
Update candidate statuses and record recruitment activity.
Identify incomplete candidate records and obtain missing information.
Maintain a searchable, well-organized candidate database for current and future recruitment assignments.
Ensure information is recorded consistently, accurately, and promptly.
3. Recruitment Coordination & Candidate Communication
Schedule follow-up interviews between candidates and the senior recruitment consultant.
Send interview confirmations, reminders, and follow-up communications.
Respond to routine candidate inquiries using approved messaging.
Monitor active recruitment pipelines and identify candidates requiring follow-up.
Assist with candidate outreach and re-engagement campaigns.
Support job posting administration and applicant management when required.
Help ensure candidates receive timely communication throughout the recruitment process.
4. Candidate Summaries & Reporting
Prepare concise candidate screening summaries highlighting qualifications, experience, compensation expectations, availability, and relevant observations.
Identify potential gaps between candidate qualifications and position requirements.
Flag promising candidates for further assessment.
Maintain simple recruitment activity reports, including screening volumes, candidate responses, and follow-up requirements.
Provide regular updates on outstanding screening activities and recruitment pipeline progress.
What We're Looking For
Required Qualifications
Previous experience in recruitment coordination, HR administration, candidate screening, or a similar virtual support role.
Excellent spoken and written English.
Strong telephone communication and interpersonal skills.
Ability to conduct professional, structured conversations with candidates from a variety of industries and backgrounds.
Exceptional attention to detail and accurate data entry skills.
Experience working with an applicant tracking system (ATS), CRM, or comparable database.
Strong organizational and time-management skills.
Comfortable working independently in a remote environment.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and online communication tools.
Reliable internet connection, a quiet workspace, and appropriate equipment for professional candidate calls.
Ability to maintain strict confidentiality when handling candidate and client information.
Preferred Qualifications
Experience working with a recruitment agency, executive search firm, or staffing company.
Familiarity with Workwolf or similar applicant tracking systems.
Experience conducting initial telephone or video screening interviews.
Familiarity with recruitment in construction, industrial services, transportation, logistics, manufacturing, or technical occupations.
Experience supporting Canadian recruitment processes.
Ability to interpret job descriptions and identify essential qualifications.
Experience preparing candidate profiles or recruitment summaries.
What Success Looks Like
You'll be successful in this role when:
Candidates receive prompt, professional, and consistent communication.
Preliminary screening interviews are completed thoroughly and efficiently.
Candidate information is captured accurately and entered into Workwolf.
Recruitment pipelines remain organized and up to date.
Qualified candidates are promptly brought forward for further consideration.
The senior recruitment consultant spends less time on administrative screening and more time with clients and shortlisted candidates.
No promising candidate is overlooked because of incomplete records or missed follow-up.
Who Will Thrive Here?
You may be an excellent fit if you're someone who:
Enjoys speaking with people and learning about their professional backgrounds.
Knows how to ask good questions and listen carefully.
Takes pride in organized, accurate records.
Can follow an established process without needing constant supervision.
Is comfortable managing several recruitment assignments simultaneously.
Understands the importance of discretion and confidentiality.
Takes initiative when something needs attention.
Wants to contribute to a growing business where their work makes a meaningful difference.
Why Work With Hire Engine?
Fully remote opportunity.
Flexible part-time working arrangement.
Opportunity to work directly with an experienced Canadian recruitment professional.
Exposure to diverse industries, occupations, and recruitment assignments.
Established screening processes and training on our recruitment systems.
Potential to expand responsibilities and working hours as the business grows.
Opportunity to make a meaningful contribution to a growing recruitment consultancy.
How to Apply
Please submit your resume along with a brief introduction explaining your experience in recruitment administration, candidate screening, or virtual assistance.
In your application, we'd also like you to tell us:
What applicant tracking systems or recruitment databases have you used?
Have you conducted preliminary screening interviews with job applicants?
What is your availability to work during Canadian Mountain Time business hours?
What makes you particularly effective at maintaining accurate candidate records?
Learn more about Hire Engine: https://hireengine.ca
Hire Engine Inc.
Measure Twice. Hire Once.
We welcome applications from qualified candidates and are committed to a fair, respectful, and inclusive recruitment process.
This is a direct company role. Apply with a short statement and resume. HireSava does not charge applicants or sit in the middle of your application.
How to apply
Hit Apply now. You will be asked for a short application statement, your resume, and answers to any screening questions the employer added for this role.