Recruiting Process

Objective

To guide the recruiter through each step of the hiring process, from resume review to offer letter delivery, ensuring a fair, consistent, and efficient candidate experience.

Background

Koester’s recruiting process is designed to streamline hiring by using ADP’s recruitment platform. The process includes evaluating resumes, conducting screenings and interviews, gathering feedback from interviewers, and managing the offer process collaboratively with the Accounting and Operations teams. The recruiter acts as the main point of coordination and ensures timely updates and communication with candidates throughout each stage.

Things to Consider

• Resume and candidate tracking are conducted in ADP; communication is done via email.

• Interviews should be scheduled around team availability using Outlook and communicated clearly with all necessary information.

• Interview feedback should be gathered within 24 hours to maintain process momentum.

• Rejected candidates after the interview stage should be notified via email (not through ADP), but their status must still be updated in the system.

• Work closely with Accounting and Operations to ensure alignment on compensation and offer letter formatting.

• Offer letters are sent by email—not through ADP.

Steps

1. Access Recruitment Platform

   • Log into ADP.

   • Navigate to Process in the main menu, and under the Talent section, select Recruitment.

2. Review Candidates

   • Locate the position you are hiring for.

   • Review all new resumes submitted for the role.

3. Advance or Decline Applicants

   • For candidates who meet position requirements:

     • Click Advance in ADP.

     • Send an email invitation to schedule a phone screen by selecting "Phone Screen Invitation" template under the communications tab in their profile.

   • For candidates who do not meet the role requirements:

     • Click Decline in ADP.

     • Ensure the “Notify the candidate about the status change” box is checked to send the system message.

     • Select the "Rejected" template to be sent to the candidate. 

4. Phone Screen Candidates

   • Conduct the phone screen.

   • Based on the conversation, take one of the following actions:

     • Reject the candidate: Send a rejection email using the "Screened and Rejected" template via ADP.

     • Move the candidate forward to interviews.

5. Schedule Interviews

   • Check interviewer availability using Outlook.

   • Coordinate with the candidate to find a mutually available time.

   • When sending the calendar invite to interviewers, include:

     • Interview location (in-person or virtual - Zoom)

     • Interviewer names

     • Candidate resume

     • Any key notes or context from the phone screen

6. Collect Interview Feedback

   • Follow up with each interviewer within 24 hours of the interview to collect feedback.

   • Based on input, determine next steps:

     • Schedule a second or third round of interviews

     • Reject the candidate

     • Proceed to offer stage

7. Repeat Interview Cycle as Needed

   • Typically, 2–3 rounds of interviews are held.

   • Continue coordinating and documenting outcomes until the team reaches consensus.

8. Make a Final Hiring Decision

   • Confirm that all interviewers agree to extend an offer.

9. Draft and Send Offer Letter

   • Work with Accounting to draft an offer letter.

   • Send to Operations (Matt Koester) and Accounting (Ben Lortz) for approval.

   • Once approved, email the offer letter directly to the candidate.

10. Manage Offer Negotiations

    • If the candidate requests changes to the offer:

      • Review proposed changes with Accounting and Operations.

      • Update and resend the revised offer letter via email.

    • Refer to sample offer letters for formatting and tone.

11. Reject Post-Interview Candidates

    • If the decision is to reject a candidate post-interview:

      • Send a personalized email to the candidate.

      • Update their status in ADP (no communication needs to be sent via ADP).