$4 - $5/hour - Recruiting Operations Assistant — Remote | Legal Staffing & AI-Enabled US Law Firm - Contract to Hire

$4 - $5/hour - Recruiting Operations Assistant — Remote | Legal Staffing & AI-Enabled US Law Firm

Compensation: $4-$5/hr USD (Upwork Independent Contractor)

Location: Fully Remote

Start: 20–30 hrs/week → Full-time for strong performers

Mandatory Sync Hours: 7:00 AM – 2:00 PM U.S. Pacific Time (Mon–Fri)

Time Tracking: Upwork Automatic Time Tracker required

Reports To: Director of Recruiting (Nisar)

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Who We Are

Rose Law Firm (RLF) is a U.S.-based business law firm serving middle-market companies across corporate, transactional, litigation, and strategic advisory matters. Our sister organization, Sentric Legal, focuses on AI adoption, legal technology implementation, and AI-trained legal staffing for law firms and businesses.

We’re a fully remote, systems-driven team built on five values: Integrity, Excellence, Ownership, Coachability, and Teamwork. Our team includes internationally trained lawyers and professionals working as paralegals, legal analysts, AI workflow specialists, and operational support staff.

We actively integrate modern AI tools into legal operations and recruiting workflows. You should be comfortable learning and using AI tools where appropriate.

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The Role

You’ll be the operational engine behind our recruiting pipeline—making sure every candidate is tracked, every interview is scheduled, and every communication goes out on time. Your job is to keep the system running cleanly so the Director of Recruiting can focus on evaluating talent and making hiring decisions.

If you thrive on structure, checklists, and keeping things organized, this role was built for you.

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What You’ll Do

Pipeline Management

• Review incoming Upwork applications and organize candidates by stage: Applied → Screening → Assignment → Interview → Offer → Active → Rejected

• Maintain real-time recruiting trackers in ClickUp (no lost or untracked applicants)

• Tag candidates by role, skill profile, and evaluation status

• Ensure each candidate record has accurate notes, status, and next action

Interview Coordination

• Schedule interviews, send calendar invites and Zoom links, confirm attendance, manage reschedules, and send reminders

• Goal: the Director of Recruiting never touches interview logistics

Candidate Communications

• Send structured messages using approved templates: acknowledgements, interview instructions, assignment requests, follow-ups, status updates, and professional rejections

• Maintain a consistent, professional candidate experience at every touchpoint

Interview Documentation & Records

• Organize interview recordings and transcripts (when required)

• Prepare brief interview summaries and maintain evaluation notes

• Keep structured records so every serious candidate has a documented history

Assignment & Assessment Tracking

• Distribute candidate assignments, track deadlines, and send reminders

• Organize submissions for reviewer evaluation and log results

• Flag noncompliance (late, incomplete, incorrect format) with clear notes

Job Post Management

• Publish and refresh job postings on Upwork

• Monitor applicant flow, respond to basic inquiries, and flag strong candidates for review

Talent Database Development

• Tag and maintain records of promising candidates for future roles

• Build a reusable talent pipeline the organization can draw from as we scale

Process Support

• Maintain and update recruiting templates, checklists, and workflow documentation

• Support ongoing improvements to our hiring infrastructure as we grow

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What Success Looks Like

You’ll be measured on:

• Pipeline accuracy — records are clean and up to date at all times

• Scheduling reliability — interviews happen without friction

• Communication speed — candidates hear from us promptly and professionally

• Assignment tracking — nothing falls through the cracks

• Workflow discipline — processes are followed consistently

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What We’re Looking For

• Bachelor’s degree preferred

• 1+ year experience in recruiting coordination, HR operations, or administrative support

• Strong written English—clear, professional, and detail-oriented

• Exceptional organization and process discipline

• Reliable follow-through (you don’t need to be chased)

• Comfortable managing structured systems and trackers day-to-day

Tech Requirements

• Reliable high-speed internet

• Computer capable of running cloud-based systems and AI tools

• Professional microphone and camera; quiet workspace

• Willingness to attend meetings on camera

• Strict use of Upwork Automatic Time Tracker for all logged hours

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Compensation & Growth

This role starts at $4/hr with quarterly performance reviews and pay increases tied to expanded responsibility and consistently excellent execution.

Typical growth path:

• Recruiting Operations Assistant — $4/hr

• Recruiting Operations Coordinator — $5–6/hr

• Talent Operations Manager — $7–8/hr

This position is expected to become a full-time role and your primary professional commitment over time.

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How to Apply

Step 1: Submit your application with:

1) Your CV

2) A written response (300–500 words)

Begin your response with the exact phrase:

“Recruiting systems require discipline.”

Then answer:

How would you organize and track a recruiting pipeline with 100+ candidates at different stages (application, assignment, interview, offer)?

Important: At the end of your response, include the word Pipeline on its own line.

Careful attention to instructions is part of the evaluation process.

Step 2 (By Invitation): Loom Video

Qualified applicants will be invited to submit a 3–5 minute Loom video covering:

1. Your professional background

2. How you’d keep a large pipeline organized across multiple stages

3. Confirmation that you understand and accept: $4/hr, 7:00 AM – 2:00 PM PT sync hours, and Upwork time tracking

4. Why you’re interested in a long-term role with our organization

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Proposed Upwork Skills (12)

1. Recruiting

2. Talent Acquisition

3. Recruiting Coordination

4. HR Operations

5. HR Administration

6. Applicant Tracking Systems

7. ClickUp

8. Calendar Management

9. Interview Scheduling

10. Process Management

11. Data Management

12. AI Tools