Recruitment Coordinator

At Schuberg Philis, we take care of the IT systems that society's most vital organizations depend on. That work rests on trust, and trust starts with people. Since 2003 we have grown to around 600 colleagues who work in self-steering teams across our offices in Schiphol-Rijk, Best, Rotterdam, Stockholm, and Frankfurt. Because we hire for the long term, we put the same care into how we hire as into everything else we do. That is where you come in.

The role

We are growing, and behind every new colleague who joins us lies a process of conversations, schedules, and countless small moments that either build confidence or quietly undermine it. As part of a Recruiting & Onboarding team, you will join our 2 coordinators who are holding that process that process together. Together with the current Recruitment Coordinator, you will schedule somewhere between 1,500 and 3,000 interviews a year across teams and offices, working closely with our recruiters. You are also the backup for our Onboarding Coordinator, which means you help new colleagues find their way from a signed contract to a well-prepared first day. As a team member, you'll be part of a team of 18 recruitment professionals. 

What you will do

For a candidate, the difference between a stressful process and a welcoming one often comes down to you. When someone always knows where they stand, who will be in touch, and when, they feel taken seriously long before they ever set foot in one of our offices. That experience is what you create, interview after interview.

• Most of your days revolve around a moving puzzle. You plan phone, video, and on-site interviews across self-steering teams whose calendars are full and whose priorities shift with the needs of their customers. When an interview really has to happen this week, you find the opening others missed, offer alternatives where there seem to be none, and get busy colleagues on board with warmth rather than pressure.
• Alongside the recruiter, you are the candidate's primary contact throughout the process. Your messages arrive on time, say everything they need to say, and sound like they were written by a person who cares, because they were. You also make sure our interviewers walk in prepared, by scheduling preparation moments and sharing interview packs ahead of every conversation.
• Behind the scenes, you look after our data. You keep our ATS (Greenhouse) accurate, up to date, and compliant with legislation, knowing that behind every record is a person whose process depends on it being right. And because you see the whole flow from application to first day, you are often the first to notice where things get stuck. We hope you will tell us, suggest improvements, and help automate what can be automated.
• When our Onboarding Coordinator needs backup, you step into everything that happens between signing and day one: activating pre-employment screening, preparing employment contracts, scheduling the onboarding program, and keeping new colleagues informed so they arrive to find their equipment, access, and workspace ready.

What you bring

• You know the feeling of a carefully built schedule falling apart at nine in the morning, and you know what to do next: take a breath, rework the puzzle, and keep everyone informed along the way. Where others see a blocked route, you tend to see two or three alternatives, and you would rather bring options than problems.
• Above all, you like working with people. You make candidates feel welcome, and you have a talent for getting colleagues to say yes to an interview slot without anyone feeling pushed. At the same time, you work with care and precision, checking the details because you understand they matter to the people behind them.
• You bring experience in coordination or planning, ideally somewhere with high volumes or high standards. You are comfortable with an ATS and modern scheduling tools; experience with Greenhouse helps, but we can teach you. And you communicate clearly and warmly in English. Dutch language skills is a pre.

Not sure you meet every point on this list? If the role appeals to you and you recognize yourself in most of it, we would genuinely like to hear from you. We welcome applicants of all backgrounds and are committed to a recruitment process where everyone feels seen and respected.