Key Responsibilities

•Coordinate and schedule interviews across multiple hiring managers, candidates, and locations, managing calendars proactively to minimize delays and keep the hiring process moving at a steady pace.

•Serve as the primary point of contact for candidates throughout the hiring process, providing timely updates, answering questions, and ensuring every applicant has a positive and professional experience regardless of outcome.

•Maintain accurate and up-to-date records within the applicant tracking system (ATS), including candidate status, interview notes, and pipeline progress, so that hiring managers and recruiters always have current information.

•Prepare and distribute interview materials, including candidate resumes, interview guides, evaluation forms, and schedules, ensuring interviewers are fully prepared ahead of each meeting.

•Coordinate pre-employment steps 

•Draft and send candidate communications, including interview confirmations, follow-up messages, and offer or rejection correspondence, using established templates and a consistent, approachable tone.

•Support the onboarding process by preparing new-hire paperwork, coordinating start dates with hiring managers, and ensuring new team members have everything they need for a smooth first day.

•Assist with hiring events, job fairs, and other talent-acquisition initiatives as needed, contributing to a continuously improving hiring process.

•Coordinate new-hire onboarding and orientation, ensuring each new team member completes required paperwork, understands first-day expectations, and is set up for a smooth and welcoming transition into the dealership.

•Assist with employee recognition and engagement events, helping to plan, organize, and execute activities that celebrate team members and strengthen workplace culture.

•Support training and compliance tracking by monitoring completion of required courses, certifications, and policy acknowledgments, and following up with employees and managers to keep records current.

•Order and manage employee essentials such as name badges, uniforms, and business cards, coordinating with vendors and tracking requests through to delivery.

•Answer routine employee questions and direct team members to the appropriate HR team member or resource, serving as a friendly and reliable first point of contact for the department.

•Assist with a variety of HR projects and administrative tasks as needed, providing flexible support to the broader HR and recruiting team.

Required Qualifications

•High school diploma or equivalent required

•One to two years of experience in a coordinator, administrative, recruiting support, or customer-facing role; experience in a dealership, HR, or high-volume hiring environment is a strong plus.

•Exceptional organizational skills with proven ability to manage multiple priorities, calendars, and deadlines simultaneously without losing attention to detail.

•Strong written and verbal communication skills, with a warm, professional, and candidate-friendly approach.

•Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new systems such as applicant tracking software and HR platforms.

•High level of discretion and professionalism when handling confidential candidate and employee information.

•Customer-service mindset with a genuine interest in creating a positive experience for candidates and internal stakeholders alike.

Preferred Qualifications

•Familiarity with automotive, retail, or sales-driven hiring environments and the pace they require.

•Bilingual (English/Spanish) ability, which is valuable for engaging a diverse candidate pool.