Recruiting & Onboarding Assistant (Support to Recruiting Manager)

Recruiting & Onboarding Assistant
Full-Time | Remote | TimeProof Required | GoHighLevel + ATS Experience Required

We are a U.S.-based commercial services company building a structured, accountable internal hiring and onboarding operation. We are hiring a strong Recruiting & Onboarding Assistant to support our Recruiting Manager and help keep recruiting workflows, candidate communication, onboarding steps, and documentation fully organized, accurate, and moving forward.

This is not a basic assistant role.
This is not a passive support position.

We need someone who is highly organized, process-driven, detail-focused, and capable of taking ownership of recruiting coordination, onboarding follow-up, system updates, and documentation control. The right person must be able to keep things on track, maintain clean records, and step in with confidence when structure is needed.

This role is execution-focused and requires strong follow-through, responsiveness, and the ability to help take pressure off leadership by managing the details correctly.

Core Responsibilities

1) Recruiting Support
• Post and maintain job ads across platforms
• Source applicants through job boards, databases, and social channels
• Review resumes and complete initial screening steps
• Schedule interviews and maintain clear candidate notes
• Manage candidate follow-ups by SMS, email, and phone inside GoHighLevel
• Keep candidates moving through the pipeline with accurate statuses and timely follow-up
• Help ensure no qualified candidate is left sitting without action

2) Onboarding Support
• Coordinate onboarding steps from start to finish
• Send required forms, links, and instructions and confirm completion
• Communicate expectations, next steps, and start details clearly
• Track onboarding and training progress in GoHighLevel and the ATS
• Follow up on missing items until everything is complete
• Confirm readiness before candidates are activated, scheduled, or cleared forward

3) Compliance and Documentation
• Collect and organize W-9/W-4 forms, IDs, licenses, certifications, and required onboarding documents
• Store files correctly and maintain complete digital records
• Keep tags, tasks, notes, and checklists accurate and up to date
• Help ensure all files are complete, organized, and audit-ready
• Identify missing documentation quickly and follow through until resolved

4) Client and Candidate Communication
• Make calls as needed to confirm interview availability, onboarding status, scheduling, start requirements, and hiring needs
• Communicate professionally with both candidates and internal stakeholders
• Document outcomes, next steps, and follow-up actions inside the system
• Help keep communication clear, timely, and organized across the process

5) Process Support and SOP Execution
• Maintain and update SOPs, checklists, and recruiting/onboarding workflows
• Help improve workflow structure by documenting what is working and what is being missed
• Create and maintain templates for repeatable steps such as follow-ups, checklists, and candidate messaging
• Support the Recruiting Manager by helping bring consistency and order to day-to-day execution

6) Systems Coordination and Reporting
• Keep pipelines, tasks, follow-ups, notes, and statuses current in GoHighLevel
• Maintain ATS accuracy and ensure candidate records are up to date
• Provide weekly updates and status reporting to the Recruiting Manager
• Help ensure nothing is missed, delayed, or left incomplete
• Be capable of stepping in and keeping operations moving when the manager is unavailable or overloaded

What We Need in This Role

We are looking for someone who can do more than just assist. This person needs to be strong enough to help hold the process together, keep workflows clean, and take over key coordination tasks without constant hand-holding.

The right candidate must be:
• Highly organized
• Strong in follow-up
• Detail-focused
• Comfortable with structure and process
• Confident handling communication by phone, email, and text
• Able to keep multiple moving parts organized at once
• Reliable, responsive, and consistent
• Capable of taking initiative when something is missing or off track

Required Experience

You must already have hands-on experience with:
• GoHighLevel, including pipelines, tags, tasks, notes, forms, and workflows
• An ATS or recruiting CRM such as Zoho Recruit, CEIPAL, Bullhorn, Tracker, JobAdder, or similar
• Google Workspace, including Docs and Sheets
• Recruiting support, onboarding coordination, or hiring operations
• Documentation tracking and file organization
• Candidate communication and scheduling

Non-Negotiables
• Strong organization and follow-through
• Clear spoken and written English
• Comfortable with phone communication
• Able to follow defined processes and maintain clean records
• Reliable, responsive, and consistent during EST work hours
• TimeProof tracking required
• Must already understand how to work inside systems without creating confusion or missed steps

Schedule and Tracking
• Full-time, 40 hours per week
• Weekly meeting plus quick check-ins as needed
• TimeProof required, including screenshots and activity logs

To Apply

All 3 items below are required. Incomplete applications will not be reviewed.

1) Video Introduction (2 to 4 minutes)

Please cover:
• Your recruiting or onboarding background
• Your experience with GoHighLevel
• Your ATS experience
• Your experience with candidate communication and phone follow-up
• Your documentation and onboarding process experience
• An example of a checklist, SOP, or workflow you have supported or maintained

2) Resume

3) Systems List

Please list the tools and systems you have personally used.