Office Receptionist & Recruiting Coordinator (6+ Month Contract / Full Benefits)

Kiavi is one of the nation’s largest private lenders to residential real estate investors (REIs). We harness the power of data & technology to offer our customers a simpler, more reliable, and faster way to access the capital they need to scale their businesses. 

Formerly known as LendingHome, we’re committed to helping REIs revitalize the approximately $25 trillion worth of aged U.S. housing stock to provide move-in ready homes and rental housing for millions of Americans across the country.

Combining our technology and industry expertise, Kiavi has grown to a team of over 400 and has won many awards over the years including Forbes Fintech 50, Finovate Awards, Best Digital Mortgage Platform, Fast Company’s Most Innovative Companies, and many more. 

• Loans Funded: $28 billion in loans funded
• Homes financed: 100,000+ projects funded for our customers across the country
• Geography: 47 states + D.C. where we lend to REIs so they can revitalize neighborhoods
• Employees: Over 450 employees with competitive benefits and perks

Receptionist & Recruiting Coordinator 

About the Role

We are seeking a proactive and highly organized Receptionist & Recruiting Coordinator to manage Kiavi’s Pittsburgh office and support candidates, the recruiting team and hiring managers with coordination across the hiring process. This hybrid role is crucial to maintaining a welcoming and organized office environment, providing administrative support, and ensuring a seamless, positive experience for candidates throughout our hiring process. You will be the first impression for candidates and the central resource for the local Pittsburgh team and office.

Responsibilities

1. Office Management & Facilities (Receptionist)

• Manage the day-to-day operations of the Pittsburgh office, ensuring a clean, safe, and fully functional environment for all employees.
• Serve as the primary point of contact for building management, maintenance, repairs, and vendor services (e.g., cleaning, utilities, security).
• Maintain and manage office supply inventory, including ordering, stocking, and organizing kitchen/pantry and stationery supplies.
• Handle visitor-requests and visitor-badge distribution and access in line with policies and procedures
• Manage and distribute incoming and outgoing mail, shipments, and deliveries.
• Ensure Building Security Policy and other facility-related policies/procedures are followed and adhered to.
• Coordinate seating plans, desk setups, and new hire onboarding logistics related to Pittsburgh Office
• Manage the Pittsburgh office budget for supplies, food, and other operating expenses.

2. Recruiting & Candidate Experience (Recruiting Coordinator)

• Act as the primary host and first point of contact for candidates interviewing in the Pittsburgh office, ensuring a warm and professional welcome.
• Manage all candidate interview scheduling across multiple stakeholders and time zones, utilizing our Applicant Tracking System (ATS) Greenhouse and Google Calendar.
• Coordinate all domestic candidate travel logistics, including booking flights, ground transportation, and accommodations, and processing expense reimbursements.
• Prepare and organize interview packets, materials, and conference rooms for in-office interviews.
• Communicate proactively with candidates and hiring teams regarding interview details, changes, and follow-up.

3. Administrative Support (ad-hoc / as needed)

• Provide backup administrative support to the Executive Assistant, primarily focused on meeting scheduling requests  
• Provide backup to the Executive Assistant or the HR/Recruiting team to coordinate logistics for offsites or social events on an as needed basis

Qualifications

• 2+ years of experience in an administrative, office management, or recruiting coordination role, preferably in a fast-paced environment.
• Exceptional organizational skills and a meticulous attention to detail.
• Strong interpersonal and communication skills (written and verbal), with a professional demeanor.
• Proven ability to manage multiple priorities simultaneously and meet tight deadlines.
• Proficiency with Google Workspace Suite (Docs, Sheets, Slides, Calendar) strongly preferred
• Experience with calendar management (e.g., Google Calendar) and travel booking platforms is highly desirable.
• Ability to handle confidential information with discretion.

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