Virtual assistants for recruiting & staffing agencies

The assistant runs the recruiter's back office: sources longlists from LinkedIn Recruiter and your ATS, makes phone screens from your question set, books interviews across candidate and hiring-manager calendars, keeps candidate records complete in Bullhorn or JobAdder, sends status updates and rejections in your voice, and chases timesheets and onboarding documents. Each day ends with a report listing every screen, booking and record touched, plus what is waiting on your recruiters.

Yes. We work inside your ATS through a user seat you control, with the permissions you choose. Assistants learn your stage names, tearsheets, tags and note conventions during onboarding so records look like your recruiters wrote them. Bullhorn, JobAdder, Greenhouse, Vincere, Loxo and Recruiterflow are all common on our recruiting desks. You can revoke access at any time, and every login is on a managed device with MFA.

Yes, from your approved question set, with lawful consent and do-not-call scrubbing on outbound dials. Screens run 10 to 15 minutes, cover availability, pay expectations, location, right to work and the must-have skills you list, and never touch protected characteristics. Notes and a scorecard go into the ATS within the hour, so the recruiter decides who to submit with the facts in front of them.

Assistants are employed staff of the group, background checked and under NDA, working on managed devices with MFA and no local file storage. Candidate data stays inside your ATS and email tenant; nothing is exported to personal drives. For UK, Canadian and Australian agencies we sign a data processing addendum and follow UK GDPR, PIPEDA and the Privacy Act 1988 retention and deletion rules you set.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, published managed offshore assistant rates run about $7 to $15 an hour, while a US in-house recruiting coordinator is a salaried hire plus benefits (Wishup and VantaStaff pricing roundups, 2026). Most agencies start with 1 dedicated coordinator covering 3 to 6 recruiters and add a sourcer or setter as req volume grows.

Yes. A full-time coordinator typically covers 3 to 6 recruiters for scheduling, ATS admin and candidate communications. Heavy sourcing or high-volume screening usually needs a dedicated sourcer or setter per 2 to 3 desks. During the discovery call we look at open reqs, interviews per week and temp headcount, then propose a named assistant within 72 hours, with a backup already trained on your ATS.

Every engagement has a named assistant, a trained backup and a team lead. The backup shadows the desk from week one, uses the same ATS conventions and picks up the interview grid without a handover call. The team lead runs your weekly review and scores calls on the monthly QA scorecard, so quality does not depend on one person being at their desk.

Assistants chase and collect timesheets, check hours against the assignment schedule, flag missing approvals and enter approved hours into your system before the payroll cutoff. Payroll itself, pay-rate decisions and worker classification stay with your agency and your payroll provider. If you need bookkeeping or client invoicing support as well, our sister brand LedgerBPO handles that alongside the coordinator on the same weekly review.