Candidates screened, interviews booked
AssistBPO's recruiting virtual assistant posts your jobs, screens applicants against the criteria you set, books interviews into your hiring managers' calendars and chases the onboarding paperwork after the offer, in your hours. One named, employed coordinator with a trained backup, so a hiring round does not stall when your office manager is out or your HR adviser is part time.
- Executive & admin
- Employed, screened, managed
What is a recruiting virtual assistant?
A recruiting virtual assistant handles the coordination work of hiring so managers and recruiters spend their time interviewing and deciding. That means writing and posting job adverts, sorting applications against a scorecard, running first-pass phone screens from a script, scheduling and confirming interviews, keeping the applicant tracking system current, collecting references and moving new hires through onboarding paperwork. The assistant does not make hiring decisions.
· Reviewed by Issabela Masters
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Recruiting coordinator: what we do and how it runs
A recruiting virtual assistant handles the coordination work of hiring so managers and recruiters spend their time interviewing and deciding. That means writing and posting job adverts, sorting applications against a scorecard, running first-pass phone screens from a script, scheduling and confirming interviews, keeping the applicant tracking system current, collecting references and moving new hires through onboarding paperwork. The assistant does not make hiring decisions.
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What it is
A recruiting virtual assistant handles the coordination work of hiring so managers and recruiters spend their time interviewing and deciding. That means writing and posting job adverts, sorting applications against a scorecard, running first-pass phone screens from a script, scheduling and confirming interviews, keeping the applicant tracking system current, collecting references and moving new hires through onboarding paperwork. The assistant does not make hiring decisions.
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What you get
Jobs posted on every board you use, applicants screened within 1 business day
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How it runs
Interviews booked, confirmed and rescheduled without the hiring manager touching email
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Match
A 20-minute discovery call on roles open now, expected hiring volume, your applicant tracking system, who interviews and how you want candidates spoken to. Within 72 hours we propose a named coordinator with hiring experience in your sector, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the recruiting coordinator desk for?
- Growing companies hiring 2 to 10 people a quarter
- No HR team yet, and every hiring round eats a founder's week. The coordinator runs the pipeline and hands you a shortlist with notes.
- Recruiting agencies and search firms
- Consultants bill for placements, not for scheduling. A coordinator handles sourcing lists, candidate admin and interview logistics for several consultants at once.
- Home care, hospitality and trades with constant hiring
- High-volume roles with steady turnover need adverts live every week, applicants called the same day and onboarding files complete before the first shift.
- Clinics and practices adding clinical and front-desk staff
- License checks, references and credentialing documents collected in the right order, with the practice manager kept out of the paperwork.
What does the recruiting coordinator service include?
These 12 tasks are what AssistBPO's recruiting coordinator desk handles as standard for an operations manager.
- Job descriptions drafted from your template and manager brief
- Postings published and refreshed on Indeed, LinkedIn, Seek, niche boards and your careers page
- Applications sorted daily against a scorecard you approve
- First-pass phone or video screens run from your script, notes logged
- Candidate sourcing lists built from LinkedIn and job-board databases
- Interview scheduling, confirmations, reminders and rescheduling across time zones
- Applicant tracking system kept current with stage, notes and next action
- Candidate communication in your voice: acknowledgments, updates, polite declines
- Reference checks requested, chased and summarized for the manager
- Offer letters and contracts prepared from your templates for sign-off
- New-hire packs sent, chased and filed before day one
- Weekly pipeline report by role: applicants, screens, interviews, offers
Deliverables and KPIs
AssistBPO reports 6 measures on the recruiting coordinator desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Applications screened | New applications reviewed within 1 business day | Daily |
| Interviews scheduled | Booked within 1 business day of manager approval | Daily |
| Pipeline report | Stage counts and days-in-stage by role | Weekly |
| Candidate response time | Every applicant hears back within 5 business days | Weekly review |
| Onboarding files complete | Documents in place before the start date | Per hire |
| Time to fill | Days from posting to accepted offer, by role | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the recruiting coordinator desk work?
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Match
A 20-minute discovery call on roles open now, expected hiring volume, your applicant tracking system, who interviews and how you want candidates spoken to. Within 72 hours we propose a named coordinator with hiring experience in your sector, plus a trained backup.
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Onboard
We build the screening scorecard for each open role, load your job templates and candidate email templates, connect calendars for every interviewer and agree what a shortlist should contain. The coordinator shadows one hiring round with your manager before running the next alone.
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Daily rhythm
Morning: new applications scored, screens booked and run, interview confirmations sent. Afternoon: ATS updated, references chased, declines sent, onboarding documents followed up. The end-of-day report lists candidates moved, interviews set and decisions waiting on managers.
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Weekly review
20 minutes with the team lead: pipeline by role, roles at risk of stalling, screen-to-interview conversion, advert performance by board and next week's interview load. Monthly, the team lead reviews a sample of screen notes and candidate emails against your tone guide.
Hours, coverage and models
AssistBPO staffs the recruiting coordinator desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices, so candidates are called during their day. AEST shifts for Australian high-volume hiring are available on request.
- Dedicated recruiting coordinator, 160 hours a month, for teams hiring continuously
- Part-time coordinator, 80 hours a month, for 2 to 4 open roles at a time
- Hiring-round surge: extra screening hours for a seasonal or multi-site recruit
See what is staffed in your zone on the coverage clock.
What are the terms on the recruiting coordinator desk?
The card, the contract terms and the recruiting coordinator desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Desk | Executive & admin desk |
| Standard schedule | Dedicated recruiting coordinator, 160 hours a month, for teams hiring continuously |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices, so candidates are called during their day. |
| Tools | 9 platforms, including Calendly, Google Workspace, Microsoft 365 |
| KPIs reported | 6 measures: daily, weekly, monthly |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does a recruiting coordinator cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Virtual assistants average $19.45 an hour on PayScale with a $12 to $30 range; part-time 20-hour managed assistants $350 to $1,300 a month | PayScale via Wishup; Cherry Assistant and Zedtreeo cost guides, 2026 |
| United Kingdom | SmartPA from £330 for 10 hours; Virtalent about £28 an hour with £1,680 for 60 hours; UK-based assistants £25 to £45 an hour | SmartPA and Virtalent published pricing; SVA rate surveys, 2026 |
| Canada | Canada-based assistants C$25 to C$60 an hour, with Toronto and Vancouver executive assistants to C$75; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
| Australia | Full-time offshore staff A$22,000 to A$35,000 a year against A$91,000 or more for a loaded local employee | Remote Staff, Virtual Coworker and Beepo published figures, 2026 |
Security and compliance
- Employed, background-checked coordinators under NDA; never freelancers handling your candidate data
- ATS and job-board access through seats you own, scoped to the roles being worked, removed at the end of the engagement
- Candidate identity, tax and bank details are collected into your HR system, never into email or local files
- Managed devices with MFA, encrypted storage and monitored access to candidate records
- Candidate data retained and deleted on the schedule your privacy notice promises
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: screening questions follow EEOC guidance; state pay-transparency and ban-the-box rules are built into adverts and scripts where they apply
- UK: right-to-work verification stays with the employer; candidate data handled under UK GDPR with a stated retention period
- Canada and Australia: candidate records kept under PIPEDA and the Privacy Act; Fair Work and provincial employment standards reflected in offer templates
Frequently asked questions
How much does a recruiting virtual assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For context, PayScale puts the average US virtual assistant at $19.45 an hour, and 2026 cost guides put a part-time managed assistant working 20 hours a week at $350 to $1,300 a month (Wishup, Cherry Assistant, Zedtreeo). AssistBPO prices per named coordinator for a block of hours, with the backup and team lead included.
Does the assistant make hiring decisions?
No. The coordinator scores applications against the criteria you approve, runs first-pass screens from your script and prepares a shortlist with notes. Who gets interviewed, who gets an offer and on what terms stays with your hiring manager. That line matters for fairness and for your legal position, so we write it into the scorecard and the screen script during onboarding.
Which job boards and systems can you work in?
Indeed, LinkedIn, ZipRecruiter, Seek, Reed, Totaljobs, niche boards for healthcare, trades and hospitality, and your own careers page. For applicant tracking we work inside whatever you have, from Workable, Greenhouse, JazzHR or BambooHR to an Airtable base or a spreadsheet. If you have no system, we set up a simple pipeline in Airtable or Notion that you own.
Can the coordinator do phone screens?
Yes. Screens run from a script you approve, covering availability, location, salary expectations, must-have qualifications and two or three role-specific questions. Notes go into the ATS the same day in a fixed format so managers can compare candidates quickly. The coordinator calls during the candidate's business hours and identifies themselves as calling on behalf of your company.
How do you handle candidate data and privacy?
Candidate data lives in your ATS or HR system, under your privacy notice and your retention schedule. The coordinator works in seats you control, never downloads CVs to local storage and never collects identity or bank documents by email. For UK and EU candidates the work follows UK GDPR; for Canadian and Australian candidates, PIPEDA and the Privacy Act. We can share our data handling summary for your records.
Can the assistant source passive candidates as well as post jobs?
Yes, for roles where posting alone is not enough. The coordinator builds a sourcing list from LinkedIn and job-board resume databases using the profile you define, sends first-contact messages in your name with your approval, and logs replies in the pipeline. Outreach is by email and LinkedIn message, not by cold calling, and every message identifies your company and gives an easy way to opt out.
What does onboarding paperwork include?
Everything between the accepted offer and the first day: offer letter and contract sent for e-signature, reference checks requested and chased, right-to-work or I-9 documents requested for your manager to verify, bank and tax forms sent through your HR system, equipment and access requests logged, and the day-one schedule confirmed. The coordinator tracks each item on a checklist and reports what is still outstanding every day.
How is this different from your HR admin service?
Recruiting coordination covers the hiring pipeline from job post to signed offer, plus the new-hire paperwork that follows. HR admin covers the people processes for existing staff: timesheets, leave, payroll inputs, records and reviews. Companies hiring steadily often start with recruiting coordination and add HR admin hours to the same person once the pipeline is under control.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data