Talent Acquisition Coordinator

Role Summary

The Talent Acquisition Coordinator supports the firm’s recruitment function by coordinating and supporting the full recruitment lifecycle for Legal Support and Business Services professionals. Reporting to the Head of Human Resources, the role partners closely with hiring managers, external search firms, educational institutions, and candidates to deliver an efficient, professional, and high-quality recruitment experience.

This is a full-time, permanent opportunity with core work hours of Monday to Friday – 9:00 a.m. to 5:00 p.m. We are currently operating under a hybrid work model, and the successful candidate will be required to work from the office a minimum of 3 days per week.

Key Responsibilities

Recruitment & Talent Acquisition

• Coordinate recruitment activities from requisition approval through to offer acceptance for legal and business services roles.
• Draft, post, and manage job advertisements across internal and external recruitment platforms.
• Conduct initial candidate screening and phone interviews, as appropriate.
• Coordinate interview scheduling and logistics for candidates, hiring managers, lawyers, partners, and interview panels.
• Prepare interview materials, candidate profiles, evaluation forms, and related documentation.
• Manage candidate communications throughout the recruitment process, including interview confirmations, status updates, and follow-up.
• Coordinate reference checks, background checks, and other pre-employment requirements.
• Liaise with external recruitment agencies and search firms, including tracking candidate submissions and related terms.

Candidate Experience & Employer Branding

• Act as a professional and responsive point of contact for candidates throughout the recruitment lifecycle.
• Support a positive, organized, and respectful candidate experience that reflects the firm’s values and reputation.
• Assist with recruitment marketing, job posting content, employer branding materials, and career-related communications.
• Support diversity, equity, and inclusion considerations within recruitment outreach and hiring processes.

Recruitment Administration, Data & Reporting

• Maintain accurate recruitment records within the HRIS (BambooHR), applicant tracking system, and recruitment files.
• Track recruitment activity, candidate pipelines, vacancy status, time-to-fill, source of hire, and related metrics.
• Prepare recruitment reports and updates for the Head of Human Resources.
• Maintain confidentiality of candidate, employee, and firm information at all times.
• Support recruitment vendor administration, agency tracking, invoices, and related documentation.

Onboarding Support

• Coordinate pre-boarding and onboarding activities for new hires.
• Partner with HR, IT, Facilities, Marketing, and hiring managers to support a smooth onboarding experience.
• Ensure required new hire documentation, system requests, and onboarding communications are completed accurately and on time.
• Support new hire orientation, integration activities, and other HR initiatives as required.
• Perform other related duties and special projects as assigned.

Qualifications

Education

• Post-secondary education in Human Resources, Business Administration, Psychology, or a related field is considered an asset.

Experience

• Minimum 2 years of experience in talent acquisition and recruitment coordination.
• Experience supporting recruitment for professional, client-service, legal, administrative, or business services roles.
• Experience managing multiple concurrent recruitment processes in a fast-paced, deadline-driven environment.
• Previous experience in a law firm or other professional services environment is considered an asset.

Knowledge, Skills & Abilities

• Strong understanding of recruitment coordination, candidate experience, and hiring process best practices.
• Knowledge of applicable employment, human rights, and accessibility legislation, including the ESA, Working for Workers legislation, the Ontario Human Rights Code, and AODA.
• Excellent written and verbal communication skills, with a professional and polished communication style.
• Strong organizational skills and ability to manage competing priorities with accuracy and follow-through.
• High attention to detail, particularly in scheduling, documentation, offer letters, and candidate records.
• Ability to build trusted relationships with candidates, hiring managers, lawyers, partners, and external recruiters.
• Sound judgment, discretion, and ability to handle confidential information appropriately.
• Proficiency with Microsoft Office, Outlook, Teams, HRIS platforms, and applicant tracking systems.
• Ability to work independently while knowing when to escalate issues or seek guidance.

Key Competencies

• Relationship Building
• Candidate Service Orientation
• Communication
• Organization & Planning
• Attention to Detail
• Accountability
• Professionalism
• Confidentiality
• Initiative

Success Measures

• Recruitment processes are coordinated accurately, professionally, and in a timely manner.
• Candidates and hiring managers receive responsive, high-quality support throughout the process.
• Recruitment data, documentation, and reporting are complete, accurate, and well maintained.
• Offer letters, pre-employment steps, and onboarding activities are completed with strong attention to detail.
• The role contributes positively to the firm’s talent attraction efforts and overall employer brand.

This is a new role.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached (preferably together in a single file).

The target salary range for this position is $60,000 – $70,000, commensurate with the successful candidate’s skills, experience, and qualifications.