Senior Talent Acquisition Administrator - Project Farma

Project Farma’s purpose is to improve patient lives by accelerating the delivery of life-changing therapies. We accomplish this through the successful execution of high-quality life sciences projects across the full project lifecycle. Project Farma (PF) team members collaborate with cross-functional teams to build trusted client relationships, deliver an exceptional customer experience, and contribute to business growth by identifying opportunities and applying data-driven insights to support project planning, cost, schedule, and performance management.  

All team members are expected to embody Project Farma’s values by being curious, personable, and unselfish, while maintaining a strong commitment to a Patient Focused and People First mindset. 

The Talent Acquisition Coordinator plays a critical role in enabling hiring execution in a fast‑paced, high‑growth environment. This position serves as the primary liaison between Talent Acquisition, Operations, Hiring Managers, and cross‑functional partners, ensuring clear communication, follow‑through, and operational discipline throughout the hiring lifecycle. 

The ideal candidate brings prior experience in a high‑volume, high growth environment and is comfortable managing competing priorities, driving follow‑up across multiple stakeholders, and proactively identifying and resolving breakdowns in process or communication. 

Key Responsibilities 

TA & Operations Liaison 

• Act as the central point of coordination between Talent Acquisition, Operations leaders, hiring managers, and external partners. 

• Manage and organize communication flow across all parties to ensure timely responses, alignment, and accountability. 

• Proactively follow up on open action items, interview feedback, approvals, and next steps to keep hiring moving forward. 

• Identify communication gaps or process bottlenecks and escalate or resolve as appropriate. 

Hiring Process Coordination 

• Coordinate interview scheduling across multiple stakeholders, time zones, and priorities, often under tight timelines. 

• Track candidate movement through the hiring process and ensure accuracy and timeliness in the ATS. 

• Support offer coordination and pre‑hire logistics in partnership with TA Partners and HR. 

• Ensure hiring managers understand expectations, timelines, and required inputs throughout the process. 

Operational Excellence & Process Management 

• Maintain organized, up‑to‑date trackers and reporting to support hiring visibility and decision‑making. 

• Partner with TA leadership to reinforce standardized hiring processes while adapting to the realities of a high‑growth environment. 

• Anticipate downstream impacts of delays, missed handoffs, or incomplete information and act quickly to course‑correct. 

• Support continuous improvement of TA workflows, communication standards, and coordination practices. 

Stakeholder & Candidate Experience 

• Represent the Talent Acquisition function with professionalism, urgency, and follow‑through. 

• Ensure candidates and internal stakeholders experience a well‑organized, responsive, and professional hiring process. 

• Balance candidate experience with business urgency in a consulting‑style environment. 

Attributes for Success 

• Technical Delivery: Applies advanced knowledge and professional expertise  

• Innovation & Continuous Improvement: Seeks better ways, adapts to change and champions new ideas.  

• Customer Focus & Professionalism: Represents PF with consistent professionalism, appropriate escalation and respect for internal stakeholders, even during high stress delivery situations  

• Integrity & Humility: Demonstrates self-awareness and puts PF mission above ego. 

• Collaboration & Communication: Communicates clearly and proactively and drives transparent alignment with clients  

• Project Execution: Delivers reliably, manages priorities and drives for high quality outcomes  

• Growth Mindset: Shows openness to new ideas, feedback and change 

Experience Required 

• 3–6+ years of experience in Talent Acquisition coordination, recruiting operations, staffing, or agency/consulting environments or combined experience as an executive admin or administrative coordinator. 

• Proven ability to operate in fast‑paced, high‑growth organizations with frequent change and competing priorities. 

• Experience with complex scheduling coordination. 

• Has worked with all levels in an organization. 

• Strong organizational skills with the ability to manage multiple workflows simultaneously without dropping details. 

• Exceptional follow‑up, communication, and stakeholder management skills. 

• Comfortable navigating ambiguity, pushing for clarity, and holding others accountable to timelines. 

• Experience working with ATS platforms and recruiting workflows (Workday experience a plus). 

• High attention to detail, sound judgment, and a proactive, solutions‑oriented mindset. 

Other Preferred 

• Eastern or Central time zone preferred.