Talent Acquisition & Events Program Coordinator

Job Title: Talent Acquisition & Events Program Coordinator

FLSA Status: Non-Exempt

Department: Human Resources

Reports to: Manager, Talent Acquisition

GENERAL DESCRIPTION / PURPOSE:

The Talent Acquisition & Events Program Coordinator supports recruiting operations, candidate experience, onboarding, employment compliance, and employee engagement initiatives. This role maintains the Applicant Tracking System (ATS), vendor management platforms, and candidate records to ensure accurate data and an efficient hiring process. The Coordinator assists with recruiting administration, candidate communications, onboarding and I-9 coordination, while ensuring compliance with EEO, Affirmative Action, and employment regulations. The role also leads employee recognition and engagement programs, helping to create a positive employee experience across the organization.

ESSENTIAL JOB FUNCTIONS:

Pre-Employment, Onboarding & Candidate Logistics

• Administer the pre-employment process in a fair and equitable manner.
• Conduct pre-employment background checks.
• Conduct e-RAILSAFE check for all employees required to work on railroad property.
• Conduct Motor Vehicle Record (MVR) checks for all employees required to drive company vehicles.
• Schedule drug and alcohol tests and physicals for safety sensitive positions.
• Code and submit pre-employment vendor invoices for payment.
• In cases where an applicant is judged unqualified, tactfully decline applicant.
• Track the results of candidate assessments, schedule interviews and update candidate statuses in the applicant tracking system.
• Administer databases, spreadsheets, online tools, and reports for recruiting and onboarding new employees.
• Schedule travel for new hires.
• Manage relationships with local hotel and transportation vendors.
• Provide after-hours support for candidate travel, resolving flight, lodging, transportation, and other travel-related issues during interviews, training, and onboarding.
• Coordinate onboarding and orientation activities, including I-9 completion, new-hire documentation, orientation logistics, and follow-up with employees, managers, and HR stakeholders to support timely completion.

Reporting and Compliance

• Communicate compliance results to necessary parties as appropriate.
• Utilize recruiting databases, applicant tracking systems, internet tools, and other software to perform the recruiting process. Maintain recruiting activity reports and all pertinent applicant and interview data to ensure unemployment and wrongful discharge claims may be appropriately addressed.
• Have knowledge of state and federal labor laws and guidelines, which include EEO and AAP.

Event Coordination

• Plan, coordinate, and execute company events, recognition programs, and engagement activities that reflect Loram's ICARE values.
• Partner with internal stakeholders and vendors, employee programs, documentation requests, and event-related activities, ensuring service standards are met.