Recruiting Specialist

About the Company

Foxit develops document software that helps people and organizations work faster and more securely with PDFs. Its tools are used globally for creating, editing, eSigning, managing, and automating document workflows. The company operates across North America, Europe, Asia, and Australia and is continuing to expand as a major player in document productivity.

This opening suits someone who takes initiative, values ownership, and wants to contribute to building strong teams that support business growth.

Role Summary

The Recruiting Specialist will assist the Talent Acquisition team by coordinating hiring activity across open positions, supporting candidate communication, organizing interviews, helping with sourcing, preparing reports, and managing recruitment processes. The role requires someone who is highly organized, detail-focused, proactive, and comfortable working in a fast-paced, high-volume, international hiring environment.

You will work closely with recruiters, hiring managers, People & Culture, and candidates to help ensure the hiring process is smooth, professional, and consistent. A major part of the role is keeping recruitment activity on track, improving visibility into hiring progress, and ensuring timely support for both candidates and internal stakeholders.

Key Responsibilities

Interview coordination and candidate communication

• Arrange interviews between candidates, hiring managers, and interview panels, including calendar coordination, confirmations, scheduling, and follow-up communication.
• Act as a professional contact for candidates during the hiring journey and help maintain a clear, positive candidate experience.
• Support recruiters and hiring managers by keeping interview stages, feedback, and next steps well organized and progressing.
• Handle candidate updates, role-status messages, and other recruiting correspondence promptly and in a way that reflects the employer brand.

ATS and recruitment administration

• Keep candidate information, interview stages, notes, and recruiting activity accurately updated in the ATS.
• Manage job posting administration, including creating, revising, and closing postings when required.
• Make sure interview guides, scorecards, candidate documents, and process materials are attached and organized correctly.
• Help maintain consistency in recruiting workflows, approvals, and documentation.

Sourcing and pipeline support

• Support sourcing efforts for active and upcoming roles using LinkedIn, job boards, resume databases, and other recruiting tools.
• Help build and structure candidate pipelines based on guidance from recruiters and hiring managers.
• Carry out early candidate research and market mapping for assigned roles, functions, or geographies.
• Assist with outreach preparation, candidate tracking, and follow-up actions for priority searches.

Reporting and recruiting operations

• Prepare recruiting reports, pipeline summaries, and role status updates for open positions.
• Track interview activity, candidate movement, hiring progress, and other important recruitment data.
• Spot workflow gaps, delays, or missing information that could affect hiring timelines or visibility.
• Contribute to talent acquisition projects focused on process improvement, candidate experience, reporting, and interview consistency.

Cross-functional support

• Work with People & Culture, hiring managers, and regional stakeholders to support recruiting across business units.
• Ensure role requirements, interview plans, and candidate communication are aligned before and during the hiring process.
• Coordinate reference checks and/or background checks based on regional process needs.
• Handle candidate, employee, and business information with discretion and professionalism.

Qualifications

• At least 1–3+ years of experience in recruiting coordination, recruiting operations, talent acquisition, HR, or a related administrative support role.
• Experience with an ATS, HRIS, CRM, or a comparable recruiting/HR platform; experience with Lever is an advantage.
• Strong organizational ability with the capacity to manage multiple roles, calendars, candidates, and deadlines at the same time.
• Excellent written and spoken communication skills.
• Strong attention to detail and comfort working with accurate records and process documentation.
• Ability to work quickly and professionally while maintaining accuracy.
• Reliable follow-through, accountability, and the ability to move tasks forward independently.
• Comfort working with stakeholders across functions, time zones, and regions.
• Proficiency in Microsoft Office, Outlook, Teams, Excel, and similar productivity tools.

Preferred Experience

• Background supporting recruiting in a software, SaaS, technology, or global business setting.
• Exposure to LinkedIn Recruiter, job boards, sourcing tools, or candidate research work.
• Experience arranging interviews across multiple time zones.
• Understanding of structured interviews, scorecards, or competency-based hiring methods.
• Interest in developing a career in Talent Acquisition, recruiting operations, or People & Culture.

What Success Looks Like

• Candidates receive prompt, clear, and professional communication throughout the process.
• Interview scheduling, candidate movement, and ATS records remain accurate and dependable.
• Recruiters and hiring managers have improved visibility into open roles, pipelines, and next steps.
• Recruiting workflows become more organized, consistent, and easier to manage across regions.
• The Recruiting Specialist becomes a dependable support partner for Talent Acquisition, People & Culture, and hiring teams.

Compensation and Benefits

Foxit provides a competitive pay and benefits package, with details influenced by experience, location, and business requirements. Benefits may include health coverage, paid time off, retirement plans, and other region-specific offerings.

Equal Opportunity

Foxit is an equal opportunity employer and is committed to maintaining an inclusive workplace for all employees and applicants. Qualified candidates are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected characteristic.

AI-Assisted Hiring Notice

Foxit may use AI-based tools during parts of the hiring process, including application review, resume analysis, response assessment, and identification of possible inconsistencies or verification signals in application materials using available information. These tools support the recruiting team but do not replace human judgment. Final hiring decisions are made by people. If you would like more information about how your data is processed, please contact the employer.