Talent Acquisition Operations Coordinator

Kepler is seeking a highly organized and detail-oriented Talent Acquisition Operations Coordinator to join our growing People & Culture team. Reporting to the Talent Acquisition Manager, you will play a critical role in delivering a seamless candidate and hiring manager experience while supporting recruiting operations across the organization.

This role is ideal for someone early in their Talent Acquisition, Human Resources, or People Operations career who thrives in a fast-paced environment, enjoys coordinating multiple priorities, and is passionate about creating exceptional candidate experiences. You will serve as a key partner to recruiters, hiring managers, interviewers, and candidates by coordinating interviews, managing recruiting logistics, supporting talent programs, and helping drive operational excellence across the Talent Acquisition function.

This is an exciting opportunity to gain exposure to all aspects of Talent Acquisition, learn from experienced recruiters, and develop skills that can lead to future growth within recruiting, talent operations, or broader People & Culture functions.

This position is based in Toronto and follows a hybrid schedule, with four days per week in-office.

Key Responsibilities:

Talent Acquisition Operations & Interview Coordination

Coordinate and schedule candidate interviews across multiple time zones, including hiring manager interviews, panel interviews, executive interviews, and final-round interviews

Manage both virtual and on-site interview logistics, ensuring a seamless experience for candidates and interview teams

Partner closely with recruiters, candidates, and hiring managers to efficiently manage interview calendars and resolve scheduling conflicts

Serve as a point of contact, alongside the recruiter, for candidates throughout the interview process, providing timely communication and support

Prepare interview schedules, feedback forms, and interview materials for both candidates and hiring teams

Coordinate candidate travel and accommodations when required

Support scheduling of interview pre-briefs and debrief meetings and assist with the collection of interview feedback

Maintain accurate candidate records, interview stages, and recruiting data within Lever and other recruiting systems

Candidate Experience & Employer Brand

Deliver an exceptional candidate experience through proactive communication, professionalism, and attention to detail

Welcome and support candidates during on-site interviews, including coordinating meeting rooms, visitor access, and hospitality

Support candidate communications, including interview confirmations, scheduling updates, and recruitment process information

Referral Program Administration

Support the administration of Kepler's Employee Referral Program

Track referrals and assist with referral bonus processing and reporting

Partner with the Talent Acquisition Manager to promote referral initiatives and encourage employee participation

Help monitor referral program effectiveness and identify opportunities for improvement

Recruiting Systems & Reporting

Maintain recruiting data integrity within Lever and other recruiting systems

Collaborate with recruiters to post and manage job openings across internal and external job boards

Assist with recruiting metrics, reporting, pipeline tracking, and talent acquisition dashboards

Support recruiting process documentation and continuous improvement initiatives

Required Skills & Qualifications:

Bachelor's degree or diploma in Human Resources, Business Administration, Communications, or a related field, or equivalent professional experience

1+ years of experience (including internships) in recruiting coordination, talent acquisition, human resources, administration, customer service, or a similar support role

Strong proficiency with Microsoft Office Suite, particularly Outlook, Excel, Word, and PowerPoint

Exceptional organizational skills with the ability to manage multiple priorities and deadlines

Excellent verbal and written communication skills

Strong attention to detail and commitment to accuracy

Customer-service mindset with a passion for delivering outstanding candidate experiences

Ability to handle confidential and sensitive information with professionalism and discretion

Eagerness to learn, take initiative, and grow within Talent Acquisition

Comfortable working in a fast-paced, high-growth environment with changing priorities

Bonus Points:

Experience using Lever ATS or another Applicant Tracking System

Experience with Slack, Confluence, SharePoint, or other collaboration tools

Experience with creating and posting to professional marketing, social media and business platforms such as LinkedIn, Career Sites, Canva, and Instagram

Experience coordinating interviews or supporting recruitment processes

Experience supporting recruiting operations in a high-growth technology or startup environment

Experience supporting employee referral programs

Familiarity with HRIS platforms such as Dayforce

Experience coordinating events, calendars, travel, or multiple stakeholder schedules

Hourly Range: $26.09 - 38.11 CAD

Actual total compensation will be determined at the Company’s discretion and is based on a variety of job-related factors, which may include, but are not limited to, relevant knowledge, skills, experience, performance, and education and/or training. The Company encourages all qualified applicants to apply, even if the posted salary range does not align with their expectations, as it does not reflect our total compensation package.

Job Type: This is for a current vacancy

At Kepler Communications, all hiring decisions are made by people. Human recruiters are involved in every step of our recruitment process. We use AI-based tools (such as Lever AI and HireEZ) to assist with the initial review of applications by ranking candidates based on job-relevant criteria. These tools support - but do not replace - human judgment.