Talent Acquisition Coordinator - Contractor
Vasion is looking for a highly organized, proactive Talent Acquisition Coordinator to join our People team on a contract basis. We are dedicated to enabling digital transformation for everyone by providing an affordable, integrated SaaS solution that simplifies business operations. Vasion offers a flexible working environment for our 400+ employees around the globe, including at our headquarters in St. George, Utah, and offices in the UK, Germany, and Lehi, Utah.
Role Overview
This role is the operational backbone of our recruiting function, directly impacting our ability to hire top talent quickly and deliver an exceptional candidate experience. The Talent Acquisition Coordinator manages fast-paced coordination across 15+ active requisitions and 40-50+ candidates in active interview stages at any given time. Success requires exceptional judgment, emotional intelligence, and the ability to anticipate needs before they become problems.
This is a hybrid role based out of our Lehi office, with an expected commitment of 30 hours per week. If you thrive in fast-moving environments, can shift priorities on a dime, and genuinely care about creating positive experiences for candidates and hiring teams alike, we want to hear from you.
Responsibilities
Interview Coordination
- Manage scheduling for 10+ interviews daily across multiple requisitions, time zones, and interview formats (phone, video, panel, on-site)
- Configure and troubleshoot self-scheduling in our Applicant Tracking System, recognizing when manual coordination is required (multi-panel interviews, executive schedules, complex availability)
- Respond to urgent rescheduling requests with speed and professionalism
- Coordinate on-site interviews including travel logistics: flights, hotels, rental cars, and detailed itineraries
- Track interview status, identify candidates waiting to be scheduled, and proactively move processes forward
Candidate Communication & Experience
- Serve as the primary point of contact for candidates throughout the interview process, ensuring timely, professional, and warm communication
- Identify candidates at risk of withdrawing and maintain proactive touch points to keep them engaged
- Craft thoughtful rejection communications
- Select appropriate disqualification reasons in the ATS to maintain data integrity
- Prepare candidates and interviewers with relevant information before each interview as needed
- Review and act on candidate experience survey feedback to continuously improve our process
Hiring Manager Partnership
- Learn and adapt to individual hiring manager preferences, communication styles, and urgency levels
- Provide proactive updates on candidate status, interview details, and pipeline health
- Flag top candidates and time-sensitive situations to ensure priority attention
- Navigate varying levels of hiring manager engagement—some need extra support, while others prefer autonomy
Reference Checks & Compliance
- Launch and manage reference check processes within our reference check tool, following up with candidates to ensure timely completion
- Troubleshoot issues and answer questions from candidates navigating the reference process
- Ensure reference checks are completed and reviewed prior to hire
- Maintain accurate documentation in the ATS to support compliance requirements
Employer Branding & Events
- Create and schedule social media content including new hire announcements and job round-up posts
- Organize and coordinate career fair participation
- Represent Vasion's culture and values in all candidate-facing interactions
Process Improvement & Special Projects
- Identify inefficiencies and propose solutions to improve recruiting operations
- Support Talent Acquisition initiatives and HR projects as needed
- Contribute to a culture of continuous improvement within the People team
Requirements
- A degree in Human Resource Management, Business Management, or a related field, with a desire to pursue a career in Human Resources or Talent Acquisition
- Exceptional organizational skills and attention to detail—you manage complex, moving parts without dropping balls
- Strong sense of urgency—you understand that recruiting moves fast and can prioritize accordingly
- Emotional intelligence—you read situations well and adapt your communication style to different audiences
- Excellent written and verbal communication—professional, warm, and clear
- Comfort with ambiguity and changing priorities
- Willingness to become an ATS power user—you’ll develop deep expertise, including self-scheduling configuration, pipeline management, reporting, and troubleshooting
- Demonstrated technical aptitude, including the ability to quickly learn new systems and a basic understanding of AI-driven tools or automation concepts
Preferred Qualifications
- Experience with ATS systems (Workable or Rippling preferred), scheduling tools, and calendar management
- 1–2 years of relevant experience through internships or professional roles in HR, recruiting, or a related field is a plus
- Basic knowledge of HR principles and recruitment processes
Benefits
- Flexible work environment
- Competitive pay
- Training/Advancement opportunities
- Financial wellness education
Our Core Values
Vasion looks for people who will exemplify its four core values and are driven to become:
- Action Owners, with principles drawn from Extreme Ownership by Jocko Willink and Leif Babin
- Candor Seekers, illustrated in Radical Candor by Kim Scott
- People Builders, as detailed in Leadership and Self-deception by The Arbinger Institute
- Disruptive Visionaries, guided by principles from Building a StoryBrand: Clarify Your Message So Customers Will Listen by Donald Miller
More about Vasion
Visit https://www.vasion.com to learn more about Vasion.
Additional Information
Vasion is an equal opportunity employer. We evaluate qualified applicants without regard to race, age, color, religion, sex, national origin, disability, veteran status, gender identity, sexual orientation and other legally protected characteristics.