Recruiter / Talent Acquisition Specialist (SMB) Job Description Template

Manage Full-Cycle Recruiting: Handle the entire recruitment process for a range of roles, from initial job posting and outreach through interviewing, selection, offer negotiation, and handoff to onboarding. This includes proactively sourcing candidates, screening applications, coordinating interviews, and guiding the hiring decision and offer process.

Source and Pipeline Talent: Actively search for and engage candidates through online channels (LinkedIn, job boards, social media) and networking. Build and maintain a talent pipeline for current and future hiring needs, including passive candidates and referrals. This involves crafting Boolean searches, leveraging talent databases, and attending recruiting events or job fairs to expand the candidate pool

Screen & Interview Candidates: Review rsums and applications to shortlist qualified candidates. Conduct phone screens or initial interviews to evaluate candidates skills, experience, and cultural fit against the job requirements. Use structured interviewing techniques and predefined criteria to ensure a fair, consistent assessment of each candidates qualifications.

Collaborate with Hiring Managers: Work closely with department managers to refine job descriptions and candidate selection criteria. Set realistic expectations on hiring timelines and advise on market talent availability and salary benchmarks. Provide regular updates on recruiting progress and consult with managers to make well-informed hiring decisions.

Coordinate the Interview Process: Schedule interviews (often across multiple stakeholders) and ensure interviewers have the necessary preparation or guidelines. This includes sending calendar invites, providing interview question sets or scorecards, and managing any travel or remote interview logistics. The recruiter ensures each interviewer is clear on their role and that the process stays on track.

Ensure Positive Candidate Experience: Serve as the candidates advocate and point of contact throughout the process. Communicate promptly and professionally at each stage from acknowledgment of application to scheduling details to outcome notifications. Champion a smooth, respectful experience (e.g. timely feedback, minimal rescheduling) so that every candidate, whether hired or not, leaves with a positive impression of the company.

Maintain Accurate Records & Metrics: Use the Applicant Tracking System (ATS) or other tools to document all recruitment activities job postings, interview notes, candidate status, feedback, etc.. Track key recruiting metrics (time-to-fill, application volume, source of hire, offer acceptance rate) and share insights with stakeholders. Maintain data integrity in all records and leverage data to identify improvement opportunities in the hiring process

Compliance and Continuous Improvement: Ensure hiring practices comply with employment laws and company policies (EEO, data privacy, etc.). Address any unconscious bias in screening and interviewing. Continuously refine recruiting strategies e.g. improving job descriptions, trying new sourcing channels, or implementing better assessment methods. In an SMB, this also means being resourceful and updating processes as the company grows or job market conditions change.

-Full-Cycle Recruiting Expertise: Solid experience managing all stages of recruiting from intake meeting to offer. Familiar with various interview formats (phone, video, panel) and evaluation methods. Should know how to design structured interviews and use the STAR technique for behavioral questioning. -Sourcing & Boolean Search Skills: Ability to effectively source candidates using LinkedIn Recruiter, job boards, databases, and Boolean search strings. Knows how to tap niche sites or communities to find passive candidates and build talent pipelines. -Applicant Tracking System (ATS) Proficiency: Hands-on experience with ATS software to track candidates and jobs. Can post jobs, filter applications, and maintain candidate records with accuracy. Also comfortable with CRM tools for candidate relationship management and knows how to generate basic recruiting reports (e.g. pipeline status, time-to-fill metrics). -Social Media & Employer Branding: Proficiency in using professional networks and social media for recruiting (e.g. LinkedIn Talent Solutions). Able to craft engaging job posts and outreach messages that reflect the companys brand. Understands how to promote the employer value proposition in communications and at events. -Knowledge of Hiring Laws & Ethics: Familiarity with relevant employment laws (e.g. non-discrimination, data privacy) and fair hiring practices. Understands what can/cant be asked in interviews and ensures compliance throughout the selection process. Maintains confidentiality with sensitive candidate information and handles all recruitment activities ethically. -Data Analysis & Metrics: Comfortable working with numbers and recruitment data. Can calculate and interpret metrics like conversion rates, source effectiveness, offer acceptance rate, etc., to identify trends. Uses data to drive improvements (for example, analyzing why a funnel stage has high drop-off and proposing solutions). Basic Excel or reporting skills to compile these metrics is important. -Job Description & Documentation Skills: Strong writing skills to craft clear, inclusive job descriptions and candidate communications. Able to document processes (e.g. creating a hiring process checklist) and keep procedural guides up-to-date 15. Detail-oriented in preparing offer letters or updating organizational charts when new hires start. -Technology Savvy: Capable of using various tech tools common in SMB environments. This includes video interview platforms (Zoom/Teams) for remote hiring, collaboration tools (email, Slack/Microsoft Teams), and scheduling tools (Calendars, scheduling apps). Stays open to new recruitment tech (AI resume screening, assessment platforms) that can improve efficiency.

-Communication Skills: Excellent written and verbal communication is critical. Able to craft professional, friendly emails and speak confidently on calls or in person. Explains roles and processes clearly to candidates and communicates hiring updates effectively to managers. Active listening skills are key during intake meetings and candidate interviews. -Relationship-Building: Naturally adept at building rapport and trust with others. Can nurture candidates through the hiring journey (engaging passive candidates, keeping finalists warm) and cultivate good relationships with hiring managers and team members 16. A customer-service mindset toward both candidates and internal stakeholders is essential 17. -Organization & Time Management: Highly organized in handling multiple open positions and scheduling many moving parts. Able to prioritize tasks and manage time effectively to ensure deadlines (like desired start dates) are met 18. Keeps track of details (interview times, candidate stages, follow-up actions) so nothing falls through the cracks. -Attention to Detail: Meticulous about accuracy in job postings, candidate data, and scheduling. Catches mistakes (e.g. a typo in an offer letter, a misaligned interview panel) before they cause issues. This skill shows in assessment tasks (like spotting inconsistencies) and in day-to-day work (ensuring all steps of the process are completed correctly). -Adaptability: Flexible and able to adjust to changing hiring priorities or unexpected challenges. In an SMB, requirements can shift quickly this person remains composed and pivots plans (e.g. re-sources candidates when a roles profile changes). Embraces new tools or process changes with a positive attitude. -Problem-Solving: Resourceful in overcoming obstacles such as low applicant flow or a critical position thats hard to fill. Thinks creatively (for example, tries a different sourcing strategy or reaches out to past candidates) and uses judgment to find solutions. Also able to handle last-minute issues like a candidate canceling by quickly executing backup plans. -Empathy & Candidate-Centric Approach: Understands the human aspect of recruiting guides candidates through what can be a stressful process with empathy and respect. Listens to candidates concerns (e.g. about timing or offer details) and responds with understanding. Treats every candidate professionally, recognizing that how theyre treated reflects on the companys reputation. -Team Collaboration: Works well with others in the company, from coordinating with interview panels to aligning with HR on onboarding. Shares knowledge and supports colleagues (e.g. training a new hiring manager on interview techniques). A team-oriented attitude helps especially in a small company where HR/recruiting might be one unit. -Resilience & Positive Attitude: Maintains professionalism and persistence in the face of setbacks (such as rejected offers or difficult searches). Handles rejection (both candidates rejecting offers and being turned down by candidates) without losing motivation. A positive, can-do attitude helps keep hiring momentum and uplifts others involved in the process.