Recruiting Coordinator
Tiberius Aerospace Inc.
Location: Newport Beach Team: People / Talent Acquisition Commitment: Full-time Reports to: Steve Brown Experience: Minimum two years of relevant experience Pay range: $55,000 to $65,000
About Tiberius Aerospace
Tiberius Aerospace builds next-generation weapon systems for the United States, the United Kingdom and their allies. We design, test and validate, then license production to qualified manufacturers and allied nations so they can build sovereign capacity. We call it Defense as a Service: tight hardware and software integration, fast iteration, and systems that keep improving after they’re fielded.
Our portfolio spans SCEPTRE, a ramjet-powered 155mm artillery round; INVICTUS, a ramjet strike missile; VAULT, a containerized launch system for ground, maritime and air platforms; and GRAIL, our AI platform connecting buyers, OEMs, suppliers and capital across the defense industrial base. Headquartered in Newport Beach, California.
Position Overview
We’re looking for a Recruiting Coordinator to keep Tiberius’s hiring process organized, responsive and moving. You’ll manage interview scheduling, coordinate candidate logistics, maintain accurate recruiting records and help deliver a professional experience from the first interview through the handoff to onboarding.
You’ll work closely with recruiters, hiring managers, interviewers and People Operations to support hiring across engineering, manufacturing, operations and business functions. You’ll often be a candidate’s first operational point of contact with Tiberius, making clear communication and reliable follow-through essential.
This role requires a minimum of two years of recruiting coordination or directly relevant recruiting operations experience. We’re looking for someone who can manage complex calendars, anticipate problems and remain composed when priorities change.
Decision rights: You own interview logistics, scheduling communications, candidate-record updates and coordination follow-through. Recruiters and hiring managers own candidate assessment and selection. Compensation decisions and employment offers require approval from the appropriate stakeholders.
What You’ll Do
- Coordinate phone, video and on-site interviews across multiple calendars and time zones.
- Serve as a reliable point of contact for candidates throughout the interview process.
- Prepare interview schedules, confirmations and practical instructions.
- Manage schedule changes quickly while keeping candidates and interview teams informed.
- Coordinate candidate travel and on-site arrangements when required.
- Maintain accurate candidate records and interview activity in the applicant tracking system.
- Track outstanding feedback and help recruiters keep hiring processes moving.
- Identify scheduling bottlenecks and improve recurring coordination workflows.
- Support approved offer administration and the handoff to onboarding.
Core Responsibilities
Interview Scheduling and Logistics
- Own scheduling requests from receipt through interview completion.
- Coordinate availability across candidates, recruiters, hiring managers and interview panels.
- Confirm interviewers, meeting links, rooms, time zones and schedule details before sending invitations.
- Arrange technical presentations or assessment logistics when requested by the hiring team.
- Resolve conflicts, cancellations and last-minute changes with minimal disruption.
- Ensure interviewers have access to the appropriate candidate materials and interview instructions.
Candidate Experience
- Communicate promptly, clearly and professionally by email, phone and other approved channels.
- Provide candidates with interview agendas, arrival instructions and relevant preparation information.
- Keep candidates informed when schedules change or additional coordination is needed.
- Coordinate accommodation requests with the appropriate People Operations representative.
- Welcome on-site candidates and help ensure a smooth transition between interviews.
- Escalate concerns or unanswered questions to the recruiter rather than making unsupported commitments.
On-Site Visits and Travel
- Coordinate approved travel, lodging and transportation arrangements.
- Work with office teams to prepare meeting rooms and visitor logistics.
- Follow applicable visitor-access and site-security procedures.
- Support candidate expense submissions in accordance with company policy.
- Confirm that candidates and interview teams know where to be and whom to contact.
Recruiting Systems and Data Accuracy
- Maintain accurate candidate stages, interview schedules and coordination notes in the applicant tracking system.
- Check records for missing information, duplicate entries and scheduling discrepancies.
- Use approved templates and workflows to keep communications consistent.
- Handle candidate information confidentially and follow access, retention and privacy procedures.
- Maintain coordination trackers and provide reliable status updates to recruiters.
Hiring-Team Support
- Follow up on outstanding interview feedback without influencing assessment content.
- Coordinate debrief meetings and ensure required participants can attend.
- Flag delays, scheduling constraints and unresolved actions early.
- Support approved offer-document preparation and signature tracking.
- Coordinate with People Operations on start-date logistics and onboarding handoffs.
- Support recruiting events or hiring days as needed.
Process Improvement and Reporting
- Track scheduling turnaround, reschedules and outstanding coordination requests.
- Identify recurring problems and recommend practical improvements.
- Maintain scheduling guides, checklists and candidate communication templates.
- Help adopt approved scheduling tools and automation while checking outputs for accuracy.
- Provide feedback on ways to reduce administrative work and improve candidate experience.
What You’ll Bring
- Minimum of two years of recruiting coordination, recruiting operations or directly relevant recruiting experience.
- Experience scheduling multi-person interviews and managing changing calendars in a fast-paced environment.
- Strong attention to detail, including dates, time zones, names, meeting links and candidate records.
- Clear written and verbal communication skills.
- A candidate-first service mindset supported by dependable follow-through.
- Experience using an applicant tracking system or comparable recruiting database.
- Proficiency with calendar, email, spreadsheet and collaboration applications.
- Ability to prioritize competing requests and recognize when an issue needs escalation.
- Sound judgment when handling confidential candidate and employee information.
- Ability to work independently while maintaining strong relationships with recruiters, hiring managers and administrative teams.
- A practical, process-oriented approach to solving problems and improving efficiency.
Preferred
- Experience supporting engineering or other specialized technical hiring.
- Experience in aerospace, defense, advanced manufacturing or a growing technology company.
- Familiarity with Lever, Greenhouse or a comparable applicant tracking system.
- Experience with interview-scheduling software and workflow automation.
- Experience coordinating candidate travel, expenses and on-site interview days.
- Experience supporting geographically distributed teams and multiple time zones.
- Familiarity with recruiting metrics, data-quality checks and basic reporting.
- Experience coordinating recruiting events or high-volume interview schedules.
What We’re Looking For
- An organizer who catches the small details before they become larger problems.
- A communicator who keeps candidates and hiring teams informed without being chased.
- Someone who stays calm when calendars change and finds a workable solution.
- A dependable partner who closes the loop on every request.
- A process-minded teammate who improves how the work gets done.
- Mission first. Focused on helping Tiberius build the team it needs.
Growth Opportunity
You’ll help establish recruiting coordination practices as Tiberius grows, working closely with recruiters and hiring leaders across the business. Over time, you’ll have opportunities to take on broader recruiting operations, reporting, process improvement and candidate-experience responsibilities.
How We Support You
- Competitive compensation
- Medical, dental and vision, fully employer-paid for you and your family
- Short- and long-term disability and life insurance, employer-paid
- HSA, FSA and dependent care FSA
- 401(k), standard and Roth
- Unlimited PTO, sick leave, paid holidays and paid parental leave
Equal Opportunity Employer
Tiberius Aerospace is an Equal Opportunity Employer. We are committed to maintaining a workplace free from discrimination and harassment. Employment decisions are made without regard to race, ethnicity, color, religion, ancestry, national origin, citizenship, sex, age, marital status, sexual orientation, disability, medical condition, genetic information, military or veteran status, gender identity or expression, or any other status protected by applicable law.
Applicants who require a reasonable accommodation during the application process may contact kburchstead@tiberius.com.
Tiberius Aerospace participates in E-Verify. Any role-specific export-control or site-access requirements will be evaluated in accordance with applicable law.
