Talent Acquisition Coordinator - Veterinary Recruiting

Petfolk is hiring a Talent Acquisition Coordinator to support day-to-day recruiting operations for its veterinarian-focused hiring needs. This role partners closely with the Recruiting team to coordinate requisitions, system updates, interview logistics, externship scheduling, and administrative support that helps candidates experience a consistent process from start to finish. Based in New York City with regular onsite collaboration, you will help keep recruiting workflows running smoothly, accurately, and on time.

Role Overview

The Talent Operations Coordinator serves as an operational partner to Recruiting, managing recruiting coordination responsibilities to ensure a smooth, efficient, and consistent candidate experience across Petfolk. The position covers requisitions and ATS administration, interview scheduling and on-site experiences (including veterinarian recruiting), externship support, and project and administrative assistance for Recruiting Leadership.

Key Responsibilities

• Intake and manage new requisition requests across Petfolk, ensuring required approvals and documentation are complete.
• Create, post, edit, maintain, and close requisitions across recruiting platforms.
• Audit requisitions and job postings for accuracy, completeness, and consistency with recruiting standards.
• Manage internal and external job board postings and keep opportunities accurate and up to date.
• Maintain accurate candidate and requisition information within Petfolk’s ATS and recruiting systems.
• Run routine ATS audits and perform data cleanup to maintain system integrity and data accuracy.
• Coordinate and schedule candidate interviews across multiple calendars, with a focus on veterinarian recruiting.
• Send interview confirmations, reminders, scheduling updates, and other timely communications to candidates and interviewers.
• Manage interview changes, cancellations, and rescheduling while supporting a seamless candidate experience.
• Act as the primary point of contact for candidates regarding interview scheduling and logistics.
• Coordinate on-site interview experiences, including itineraries, candidate packets, interview guides, and travel arrangements when applicable.
• Follow up on outstanding interview feedback and ensure interviewers complete feedback within established timelines; escalate overdue feedback and other outstanding recruiting tasks when necessary.
• Coordinate and complete candidate reference checks.
• Support recruiters and hiring teams with questions related to candidate coordination and interview logistics.
• Monitor incoming externship and shadowing requests, determine basic eligibility, respond in a timely manner, and coordinate placements with Pet Care Center partners.
• Maintain accurate externship pipelines, calendars, and records of completed externships, including proactive follow-up when responses or scheduling confirmations are outstanding.
• Monitor adherence to recruiting processes and service-level expectations.
• Identify opportunities to improve recruiting workflows, systems, and operational efficiency.
• Assist with testing and implementation of new recruiting tools, system enhancements, and process changes.
• Provide administrative and project support to Recruiting Leadership, including meeting coordination, team events, off-sites, and special projects.
• Track project timelines, deliverables, and follow-up items to ensure priorities continue moving forward.
• Maintain recruiting documentation, resources, and materials for Recruiting Leadership and the broader team.
• Partner cross-functionally to support recruiting initiatives and ensure timely execution of recruiting priorities.

Requirements

• 2–4 years of experience in recruiting, talent acquisition, recruiting coordination, HR operations, or a related field.
• Experience working with an applicant tracking system and familiarity with recruiting systems and job boards.
• Demonstrated experience coordinating complex schedules, interviews, or other time-sensitive processes.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, with a focus on candidate and stakeholder experience.
• Comfort working in a fast-paced, dynamic environment with shifting priorities.
• Demonstrated ability to proactively follow up on outstanding tasks and ensure commitments are completed.
• Experience identifying process gaps and supporting improvements to workflows or systems.
• Ability to maintain accurate and confidential candidate and recruiting information.
• Bachelor’s degree or equivalent professional experience preferred.

Tools & Systems

• Applicant tracking system (ATS)
• Recruiting systems
• Job boards

Work Environment

• Onsite at Petfolk’s New York headquarters, with four days per week onsite and one day per week available to work remotely.
• Regular collaboration with the Recruiting team and cross-functional partners through in-person meetings, video conferencing, email, messaging, and other recruiting and collaboration tools.
• Time may also be spent at Pet Care Centers and industry events as needed.

Travel

• Minimal travel, up to 10%.
• Travel may include trips to Petfolk’s headquarters for in-person meetings and to Pet Care Centers to familiarize yourself with projects and timelines.
• Travel may also include veterinary conferences and local market events.

Compensation & Benefits

• Base salary range: $67,000–$70,000 per year, based on experience and qualifications.
• A comprehensive benefits package designed to support team health, well-being, and continued growth.

What Success Looks Like

• Requisitions are opened, maintained, posted, and closed accurately and efficiently.
• ATS data, candidate records, and recruiting documentation are accurate, complete, and up to date.
• Interviews and on-site experiences are organized, seamless, and aligned with Petfolk’s values.
• Candidates, recruiters, and hiring teams receive timely, clear, and professional communication.
• Interview feedback, reference checks, and other recruiting tasks are completed on time, with overdue items proactively followed up on and escalated when needed.
• Externship and shadowing requests are managed efficiently, with accurate tracking and timely follow-through.
• Recruiting processes and service-level expectations are consistently followed across the team.
• Recruiting systems and workflows become increasingly organized, efficient, and reliable.
• Opportunities for process improvement are identified and translated into practical solutions.
• Recruiting Leadership has dependable administrative and project support to keep priorities and deliverables moving forward.
• Recruiters and hiring leaders can focus on strategic and candidate-facing work because day-to-day coordination and operational details are proactively managed.