Recruiting Assistant

Halcyon Home is seeking a highly organized and detail-oriented Recruiting Assistant to join our Human Resources team. The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple candidates and priorities simultaneously.

Strong written and verbal communication skills and a high level of data-entry accuracy are essential, as this position will be responsible for maintaining accurate employee information while communicating directly with new hires, Human Resources, recruiters, and Home Care leadership throughout the onboarding process.

About us:
Halcyon Home is a fast-growing, central Texas-owned home health, hospice, and home care company. We emphasize hospitality and compassion to encourage positive patient outcomes for our refined, aging clients. We were voted Best in Home Health/Hospice four years running and Best in Home Care three years running by the Senior Resource Guide. We are also one of the Great Places to Work! Come join our team!

Check out the Great Place to Work link! ---------- /certified-company/ ---------- The Recruiting Assistant provides administrative and coordination support to the Human Resources and Home Care teams throughout the hiring and onboarding process. This position serves as a primary point of contact for new hires, helping ensure that required pre-employment and new hire documentation is completed accurately and timely and that employees are prepared for their scheduled orientation.

A successful Recruiting Assistant will be able to manage a large number of new hires simultaneously without losing track of individual onboarding requirements. The individual will communicate proactively, follow up consistently, maintain accurate employee information and documentation across systems, and work closely with HR and Home Care to ensure new hires progress efficiently from the hiring stage through onboarding and orientation.

Essential Duties and Responsibilities:

1. New Hire & Onboarding Coordination
• Communicate directly with new hires throughout the pre-employment and onboarding process.
• Provide new hires with clear instructions regarding required paperwork, onboarding tasks, deadlines, and orientation requirements.
• Monitor completion of new hire paperwork and onboarding activities and follow up promptly on outstanding or incomplete items.
• Assist new hires with navigating the onboarding process and troubleshoot routine questions or system-related issues.
• Review submitted onboarding information for completeness and escalate missing, inconsistent, or potentially problematic information to the appropriate HR team member.
• Maintain frequent communication with new hires to help keep the onboarding process moving and prevent delays in scheduled start dates.
• Provide professional and responsive customer service to candidates and new hires throughout the hiring process.

2. Data Entry & Employee Records
• Accurately enter new hire and employee information into Paylocity, AxisCare, and other applicable HR systems.
• Review employee data and documentation to ensure information is complete, accurate, and consistent across systems.
• Maintain accurate electronic employee records throughout the onboarding process.
• Verify that required new hire documents and information have been received and properly recorded before onboarding is considered complete.
• Identify missing, incomplete, or conflicting employee information and follow up with the new hire or appropriate team member for correction.
• Perform routine audits of new hire records to help ensure data integrity and proper employee recordkeeping.
• Maintain confidentiality and appropriately handle sensitive employee and applicant information.
• Complete data entry and system updates accurately and timely while managing a high volume of new hires.

3. Orientation Coordination
• Coordinate and schedule new hires for appropriate orientation dates.
• Confirm orientation dates, times, requirements, and instructions with new hires.
• Maintain accurate orientation rosters and communicate upcoming attendance with the HR and Home Care teams.
• Coordinate changes, cancellations, rescheduling, and other orientation updates as needed.
• Follow up with new hires who have not completed required onboarding activities prior to orientation.
• Help ensure new hires are fully prepared and have completed required steps before their scheduled orientation or start date.

4. Recruiting & HR Support
• Provide administrative support for a high volume of hiring activity occurring throughout the week.
• Work closely with the Home Care team and Human Resources department to communicate candidate and new hire status.
• Track candidates as they move through the hiring and onboarding process and ensure appropriate follow-up occurs.
• Update candidate and employee information in applicable systems.
• Assist with maintaining accurate recruiting, onboarding, and orientation records.
• Identify candidates or new hires who may be at risk of missing deadlines and proactively communicate concerns to the appropriate team member.
• Escalate unusual circumstances, compliance concerns, or onboarding barriers to the Director of Human Resources or appropriate HR team member.
• Assist with additional recruiting and HR administrative projects as assigned.

Qualifications:
• Previous experience in recruiting coordination, human resources, onboarding, administrative support, staffing, or a related role preferred.
• Experience working in a high-volume recruiting, staffing, healthcare, home care, or similar environment is strongly preferred.
• Previous experience communicating directly with candidates or new hires throughout an onboarding process preferred.
• Previous data-entry or employee recordkeeping experience preferred.
• Experience with Paylocity and AxisCare is a plus.
• Strong written and verbal English communication skills.
• Strong computer skills with the ability to learn and work efficiently across multiple software platforms.
• Strong organizational and time-management skills.
• Exceptional attention to detail and commitment to data accuracy.
• Ability to perform repetitive data-entry and recordkeeping tasks accurately while maintaining productivity in a high-volume environment.
• Ability to manage a high volume of candidates, tasks, messages, and deadlines simultaneously.
• Ability to prioritize effectively in a fast-paced environment where priorities may change throughout the day.
• Strong follow-up skills and willingness to proactively reach out to candidates and team members when information or action is needed.
• Comfortable communicating professionally by phone, email, text, and virtual communication platforms.
• Ability to work independently in a remote environment while remaining highly responsive and connected to the team.
• Ability to maintain confidentiality when handling employee and candidate information.
• Reliable internet connection and appropriate remote work environment.

Work Schedule & Availability:
• U.S. Central Time Schedule: This position supports a U.S.-based organization and requires availability during U.S. Central Time hours.
• Regular Schedule: Monday–Friday, 8:30 AM–5:00 PM U.S. Central Time.
• Philippines-Based Candidates: Must be willing and able to consistently work the corresponding overnight hours in Philippine local time.
• Daylight Saving Time: Philippine working hours will shift during portions of the year due to U.S. Daylight Saving Time. Employees are expected to adjust their local schedule as needed to remain aligned with 8:30 AM–5:00 PM U.S. Central Time.
• Attendance: Regular and reliable attendance during scheduled hours is an essential requirement of the position.