Talent Acquisition Operations Specialist

Job Summary

The Talent Acquisition Operations Specialist provides operational and recruiting support across talent acquisition. This role is the primary Applicant Tracking System administrator, manages assigned hourly requisitions, and supports university recruiting, recruitment marketing, career fairs, and early-career programs. In a fast-paced, multi-location equipment rental environment, the Specialist keeps recruiting consistent, timely, and compliant across branch, field, sales, driver, shop and corporate positions, working closely with candidates, hiring managers, recruiters, HR, and external partners to deliver a positive candidate experience.

Key Responsibilities

Talent Acquisition Operations and ATS Administration  

• Create, post, update, and close requisitions in the ATS, confirming required approvals before posting.
• Maintain accurate requisition, applicant, interview, offer, and disposition data in the ATS.
• Monitor applicants through each recruiting stage and follow up on missing or delayed actions.
• Maintain recruiting trackers and open-position and requisition-aging reports.
• Manage the shared recruiting inbox and prepare recruiting documentation, correspondence, and routine reports.
• Support data audits and identify ways to simplify, standardize, or automate recruiting administration.
• Assist hiring managers and HR team members with ATS and process questions.

Hourly Recruiting

• Manage assigned hourly requisitions from opening through offer acceptance and handoff to HR Operations for onboarding.
• Support branch and field hiring for drivers, equipment technicians, yard, warehouse, sales support, and administrative roles.
• Review applications against position requirements, advance qualified applicants to hiring managers, and conduct initial screens when assigned.
• Coordinate screens with the Talent Acquisition Specialist for full-cycle recruitment roles as assigned.
• Prepare and issue approved hourly offer letters using established templates and compensation guidelines.
• Update applicant status and dispositions in the ATS.
• Assist with entry-level and early-career hiring, including the Sales Associate Development Program, and track participants and milestones as assigned.
• Support high-volume, hard-to-fill, and time-sensitive hiring as needed.

University Recruiting

• Coordinate relationships and administrative activities with universities, community colleges, technical and trade schools, and other early-career talent sources.
• Schedule and support campus events, job fairs, information sessions, and interviews, including registration, materials, candidate follow-up, and internal participation.
• Maintain student pipelines across targeted universities and geographic markets, implementing structured engagement strategies to foster long-term relationships, and support future talent acquisition needs. 

Recruitment Marketing and Employer Brand Support

• Support recruitment marketing campaigns that attract talent to branch, field, sales, driver, technical, and corporate positions.
• Support virtual and in-person career fairs, hiring events, school visits, and community recruiting, representing the company professionally.
• Coordinate sponsored job postings and track campaign activity, applicant flow, posting performance, and candidate sources.

Compliance and Process Consistency

• Follow recruiting policies, approval requirements, record-retention practices, and hiring procedures.
• Keep ATS documentation complete and accurate, applying approved disposition reasons consistently.
• Use approved offer-letter templates and confirm all offers are properly authorized.
• Escalate compliance concerns, process deviations, conflicts of interest, or inconsistent employment practices.
• Assist with recruiting audits and records requests and stay current on company policies and hiring requirements.

Knowledge and Skills

• Stakeholder and relationship management
• Proficient knowledge of Microsoft Office and ATS
• Emotional intelligence and confidentiality
• Effective verbal and written communication skills  
• Attention to detail and data accuracy
• Organizational Development and event coordination

Qualifications

• Associate degree in HR, Business Administration, Communications, Marketing, or a related field preferred.
• Two or more years of experience in recruiting coordination, talent acquisition, HR administration, staffing, or a related field preferred.
• Applicant Tracking System experience required.
• Experience with hourly, high-volume, field, skilled-trade, driver, sales, or multi-location recruiting preferred.