Stage Owner and Job Coordinators

Who is a Job Coordinator?

A job coordinator plays a critical role in ensuring that the recruitment process runs smoothly and efficiently. The job coordinator is responsible for assisting with the hiring process within an organization. They work closely with recruiters and hiring managers to schedule interviews, communicate with candidates, review resumes, and coordinate logistics related to the recruitment process. They may also help with onboarding new employees and maintaining recruitment databases.

Instahyre understands the crucial role of a job coordinator, hence we provide a designated field to specify the job coordinator for each job.



Although job coordinators are typically members of the recruitment team in an organization, but any team member who assumes ownership of a job opening and manages the end-to-end operations until the position is filled can be specified here.

The job coordinator will receive daily emails related to new applicants, pending interviews and evaluations, and inactivity profiles (candidates sitting in a single stage since long). If a job has Fair evaluations enabled, then the job coordinator can view anyone’s evaluations without submitting his own.

Since the job coordinator will handle all affairs related to each stage, s/he becomes the Stage owner for all stages. We do this so that all nudges related to a particular stage like pending interviews, pending evaluations and inactivity profiles go to the job coordinator and s/he is notified timely.

Please note that if no single person will be coordinating the job and each interviewer will be scheduling his/her own interviews, then the job coordinator field can be left blank and in that case, you will need to specify the Stage owner for each stage in the hiring process.

What are the responsibilities of a Job coordinator?

The responsibilities of a recruitment coordinator can vary depending on the company, industry, and specific job requirements, but some general responsibilities may include:

Job Posting and Advertising: Creating and publishing jobs with proper description and sharing them on various social media platforms, and other recruitment channels.
Creating hiring pipeline: Create a hiring process for the job on Instahyre that mirrors the real-life hiring scenario for that job. A structured hiring pipeline will provide you visibility into the hiring process, allowing you to track candidate progress and identify bottlenecks.
Screening Resumes: Reviewing and screening resumes to identify potential candidates based on the job requirements from Instahyre’s sourcing stages.
Conducting Interviews: Conduct initial interviews to assess candidate qualifications and suitability for the position.
Candidate Communication: Communicating with candidates throughout the hiring process, including responding to inquiries, scheduling interviews, and providing feedback.
Scheduling Interviews: Scheduling and coordinating interview times and dates with the hiring team (hiring manager and interviewers) and candidates.
Candidate Evaluation: Ensure interviewers submit a proper post-event evaluation after the event so that the next action can be taken on that candidate.
Streamline hiring pipeline: Organize the hiring pipeline by moving candidates between various stages, progressing them after each round to appropriate stages to maintain
Reference Checking: Conduct reference checks on candidates and verify employment history, educational background, and other relevant information.
Onboarding: Assisting with the onboarding process for new hires, including background checks, new hire paperwork, and orientation.

Who is a Stage Owner?

In the recruitment process, a Stage Owner is a designated individual who is responsible for managing all activities related to a specific stage of the hiring process. The Stage Owner receives timely reminders and notifications about pending interviews, pending evaluations, and inactive profiles within their stage to ensure that the recruitment process runs smoothly and efficiently. They are also responsible for ensuring that the candidates progress through the pipeline and are not left unprocessed.



It's worth noting that a Job Coordinator is ex officio the Stage Owner for all stages in the hiring pipeline. This means that they assume the role of the Stage Owner and are responsible for managing the activities in that stage, such as scheduling interviews and tracking candidate progress.

What are the responsibilities of a stage owner?

Manage all activities pertaining to a specific stage in the hiring pipeline like scheduling interviews and completing evaluations.
Ensure no candidate in the stage goes unprocessed and that candidate is moved to the next stage after the post-interview evaluation is completed.

Updated on: 27/03/2023