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Lead Offer Letter Coordinator in Mountain View at Vaco

Date Posted: 1/25/2019

Job Snapshot

Job Description


This team works very closely with our Client's People Operations, Compensation and Recruiting teams to generate all of their offer letters for the US and Canada. We are looking for a Team Lead with strong leadership skills and that is tech savvy, a self-starter, and who has great attention to detail to join our team. This is a very fast paced environment and we need someone who can change directions quickly while following all internal controls and policies.


  • Building and presenting Business Reviews

  • Daily communications with Stakeholders/VACO Management

  • Work with the CoE team to improve dashboards to provide accurate metrics

  • Tracking and Reporting Errors to VACO management and finding the root cause

  • Becomes Subject Matter Expert and go to person for knowledge on workflows

  • Ensuring that deadlines for projects are met, along with SLAs

  • Weekly planning/scheduling based on hours/units/OKR requirements

  • Ensure documentation is up to date

  • Facilitate training sessions as needed / Or make sure the right person is providing the training

  • Queue Management

  • Facilitate weekly project related meetings with the team

  • Facilitate 1:1 on a biweekly/monthly basis with each team member

    • Maintain a 1:1 doc with notes that's shared with coordinator and AOM

    • Identify opportunities for improvement or growth

    • Provide detailed performance feedback

    • Give positive feedback and recognition for exemplary/hard work

    • Leverage support of best players on your team and help them get exposure

    • Identify low performance

      • Conduct cause-effect analysis to identify a root-cause

      • Work with Management to define low performance expectations

      • Document detailed feedback for performance reviews

      • Facilitate QA/performance feedback sessions

  • Headcount management

    • Assist in forecasting headcount needed

  • Streamline process/documentation to mitigate number of questions

  • Assess workflow or tool improvements that can be proposed

  • Implement workflow improvements after approval

  • Prioritize content and assessing where resources need to be allocated

  • Auditing offer letters with non-standard details for teammates

  • Working with various Ops team on department initiatives

  • Responding to escalations from recruiters and help mitigate issues


  • Strong leadership skills

  • Able to adapt and learn quickly

  • Able to receive and provide constructive criticism

  • Excellent communication and presentation skills

  • Keen attention to detail and highly organized

  • Outstanding written and verbal communication skills

  • Strong work ethic in both an individual and collaborative environment

  • Ability to thrive in a fast-paced workplace

  • Excellent time management skills

Preferred Qualifications

  • Demonstrated ability to effectively lead and manage people and workflows

  • Proven track record of excellence

  • 1-2 years of experience as an Admin Assistant or HR Generalist

  • Strong data entry, research, and familiarity of G-suite

  • Must be willing to work a flexible schedule including weekends and holidays