Talent Acquisition Operations Specialist

Job Description

Purpose of the Role

JELD-WEN is seeking a Talent Acquisition Operations Specialist to serve as a critical operational partner to the Talent Acquisition team, supporting recruiting efficiency, candidate experience, compliance, reporting, and process excellence across North America.

This role is responsible for managing recruiting operations activities, supporting recruiters with administrative and coordination tasks, overseeing background screening processes, maintaining key reporting and analytics, supporting vendor relationships, and driving continuous improvement initiatives. The Talent Acquisition Operations Specialist helps create scalable, efficient recruiting processes while enabling recruiters to focus on attracting, engaging, and hiring top talent.

The ideal candidate is highly organized, data driven, customer focused, and comfortable navigating ambiguity in a fast-paced environment with evolving priorities and competing business demands.

What You Will Do

Recruiting Operations & Candidate Support

• Serve as a primary operational support partner to the Talent Acquisition team.
• Manage candidate communications related to interviews, travel, pre-employment requirements, background screenings, and onboarding activities.
• Coordinate interview logistics for candidate, including travel/lodging when needed.
• Provide timely support and issue resolution for candidates, hiring managers, recruiters, and HR partners.
• Support job posting activities, including high-volume production hiring and evergreen recruiting campaigns.
• Monitor Talent Acquisition inboxes and respond to candidate inquiries.
• Maintain recruiting templates, communication materials, and operational resources.
• Support hiring events, recruitment campaigns, and talent acquisition initiatives.

Reporting & Analytics

• Partner with HR Data Management to develop, maintain, and distribute recurring Talent Acquisition reports ensuring accuracy and consistency.
• Monitor recruiting metrics to identify and report key trends, risks, and opportunities.

Compliance & Background Screening

• Manage background screening processes and vendor relationships.
• Coordinate pre-employment screening activities and support issue resolution.
• Oversee adverse action processes and ensure compliance with applicable federal, state, provincial, and local regulations.
• Conduct periodic audits of recruiting activities, documentation, and processes.
• Ensure all screening processes follow local, state, and federal laws.

Vendor Management

• Serve as an operational point of contact for Talent Acquisition vendors.
• Monitor vendor performance, service levels, turnaround times, and operational effectiveness.
• Coordinate vendor reporting, scorecards, and performance reviews.

Process Improvement & Project Support

• Develop and maintain recruiting process documentation, standard operating procedures, guides, and training materials.
• Identify and implement opportunities for automation, simplification, and standardization.
• Support Talent Acquisition projects and strategic initiatives.
• Assist with change management efforts and new process implementation.
• Collaborate with cross-functional teams to improve recruiting operations, efficiency, and candidate experience.

What Does Success Look Like?

• Increased recruiter efficiency through effective operational and administrative support.
• Enhanced candidate experience through responsive communication and issue resolution.
• Accurate and timely reporting that provides meaningful business insights.
• Effective management of recruiting vendors and service providers.
• Improved process consistency, documentation, and operational efficiency.
• Successful execution of Talent Acquisition projects and continuous improvement initiatives.

Required Qualifications

• Three (3) or more years of experience in Talent Acquisition, Recruiting Operations, Recruiting Coordination, Human Resources, HR Operations, or a related field.
• Experience supporting recruiting processes in a fast-paced, multi-site environment.
• Experience managing background screening and pre-employment processes.
• Experience working with Applicant Tracking Systems and recruiting technologies.
• Advanced proficiency in Microsoft Excel, including reporting, data analysis, and data management.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to build effective partnerships across Talent Acquisition, Human Resources, Operations, and external vendors.
• Strong problem-solving, critical thinking, and customer service skills.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, Communications, or a related field, or equivalent combination of education and experience.
• Experience supporting manufacturing, production, distribution, or other high-volume hiring environments.
• Experience supporting process improvement initiatives and operational projects.
• Knowledge of employment regulations and recruiting compliance requirements.
• Experience supporting recruiting analytics, or talent acquisition reporting.

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