Talent Acquisition Coordinator

Summary

The Ward Law Group is a rapidly growing personal injury law firm serving markets across Florida and New York. The Talent Acquisition Coordinator will support recruiting during evening and weekend hours by sourcing candidates, conducting initial screens, coordinating interviews, maintaining applicant records, and managing candidate communication independently.

Responsibilities

• Source candidates for open roles across all three offices using job boards, LinkedIn, professional associations, alumni networks, and direct outreach
• Build and run Boolean searches against defined role criteria
• Conduct high-volume outbound contact — calls, texts, and email — to passive and applied candidates during evening and weekend hours
• Re-engage prior applicants and dormant pipeline
• Conduct initial phone screens against established qualification criteria
• Administer prescreening questionnaires and record responses accurately
• Send, track, and follow up on candidate assessments
• Schedule interviews across hiring manager and candidate availability, including time zone coordination between Florida and New York
• Send confirmations, reminders, and rescheduling communications
• Maintain accurate, current candidate records in the applicant tracking system
• Document screening notes in a consistent format usable by hiring managers who did not attend the call
• Disposition candidates promptly and accurately with the correct reason codes
• Provide an end-of-shift pipeline summary covering contacts made, screens completed, assessments sent, and interviews scheduled
• Serve as the first impression of the firm for most applicants
• Respond to candidate inquiries within the shift window
• Ensure every candidate receives a clear next step or a clear close

Skills

• 2 or more years in recruiting coordination, sourcing, or high-volume talent acquisition support
• Demonstrated experience conducting phone screens and scheduling interviews at volume
• Proficiency with an applicant tracking system and standard productivity tools
• Boolean search capability
• Excellent written and verbal communication
• Consistent availability for the full Wednesday–Sunday, 2:30–11:00 PM ET
• Reliable high-speed internet, a functioning computer, a quiet professional workspace, and a phone setup suitable for a continuous call volume
• Ability to work independently with minimal supervision and to self-report progress accurately
• Computer — capable of running a browser-based ATS, video conferencing, and a softphone simultaneously without degradation:
• Windows: Windows 11, Intel i5 (8th generation or newer) or equivalent, 16 GB RAM, 256 GB SSD
• Mac: macOS 14 (Sonoma) or newer, Apple Silicon or Intel i5, 16 GB RAM, 256 GB SSD
• The device must be used solely by you — not shared with family or household members
• 30 Mbps download / 15 Mbps upload minimum
• Latency under 100 ms
• Private, password-protected network. Public Wi-Fi is not permitted for this work
• USB noise-cancelling headset with microphone
• Webcam capable of clear video for scheduled calls
• Full-disk encryption enabled (BitLocker or FileVault)
• Automatic security updates enabled for operating system and browser
• Screen lock after no more than 10 minutes idle
• Active endpoint protection software
• Applicant data stored only in firm-designated systems — never on personal cloud storage or local drives
• Bilingual English/Spanish — a substantial share of our candidate pool and client base is Spanish-speaking
• Prior recruiting experience in a law firm, medical practice, or other high-volume professional services environment
• Experience recruiting legal support staff, intake, or case management roles
• Familiarity with Litify, Salesforce, or comparable platforms
• Wired Ethernet preferred, 5 GHz Wi-Fi acceptable

Qualifications

Must Haves

• 2 or more years in recruiting coordination, sourcing, or high-volume talent acquisition support
• Demonstrated experience conducting phone screens and scheduling interviews at volume
• Proficiency with an applicant tracking system and standard productivity tools
• Boolean search capability
• Excellent written and verbal communication
• Consistent availability for the full Wednesday–Sunday, 2:30–11:00 PM ET
• Reliable high-speed internet, a functioning computer, a quiet professional workspace, and a phone setup suitable for a continuous call volume
• Ability to work independently with minimal supervision and to self-report progress accurately
• Computer — capable of running a browser-based ATS, video conferencing, and a softphone simultaneously without degradation:
• Windows: Windows 11, Intel i5 (8th generation or newer) or equivalent, 16 GB RAM, 256 GB SSD
• Mac: macOS 14 (Sonoma) or newer, Apple Silicon or Intel i5, 16 GB RAM, 256 GB SSD
• The device must be used solely by you — not shared with family or household members
• 30 Mbps download / 15 Mbps upload minimum
• Latency under 100 ms
• Private, password-protected network. Public Wi-Fi is not permitted for this work
• USB noise-cancelling headset with microphone
• Webcam capable of clear video for scheduled calls
• Full-disk encryption enabled (BitLocker or FileVault)
• Automatic security updates enabled for operating system and browser
• Screen lock after no more than 10 minutes idle
• Active endpoint protection software
• Applicant data stored only in firm-designated systems — never on personal cloud storage or local drives

Nice to Haves

• Bilingual English/Spanish — a substantial share of our candidate pool and client base is Spanish-speaking
• Prior recruiting experience in a law firm, medical practice, or other high-volume professional services environment
• Experience recruiting legal support staff, intake, or case management roles
• Familiarity with Litify, Salesforce, or comparable platforms
• wired Ethernet preferred, 5 GHz Wi-Fi acceptable