Job Description

Marketing & Recruiting Operations Coordinator

Indianapolis / Fishers / Geist Area

Do you enjoy taking a good idea, organizing the details, and turning it into a finished project?

Top Talent is looking for a resourceful Marketing & Recruiting Operations Coordinator to work directly with our founder and help us make the most of the relationships, candidates, and data we have built over many years in the transportation and logistics industry.

We have an extensive candidate database, along with extensive lists of logistics companies and industry decision-makers. These resources represent tremendous opportunity—but we need the right person to help organize them, develop targeted campaigns, and keep projects moving.

This role combines marketing, project coordination, database management, and executive support . You will have the chance to take an idea, create a plan, and see it through.

What You’ll Do

Organize Data and Build Targeted Lists

• Work with existing Excel spreadsheets and data sets to create accurate, useful contact lists.
• Sort, filter, update, and remove duplicate records.
• Organize candidate lists by experience, location, role, and other criteria.
• Help prepare and distribute batches of qualified prospects to recruiters for outreach.
• Build targeted lists of logistics companies and decision-makers by geography, industry, or specialty.
• Check and update records in our applicant tracking system and maintain accurate activity records.

Coordinate Candidate Marketing

• Help identify companies that may be interested in a particular candidate’s background.
• Create targeted employer lists for individual candidate campaigns.
• Prepare and coordinate personalized email outreach using approved messaging.
• Track responses and follow-up activity, and schedule conversations with interested employers.
• Keep candidate marketing projects moving from the initial idea through execution.

Develop Email Marketing Campaigns

• Create and coordinate email campaigns that introduce Top Talent and its services to targeted groups of potential clients and candidates.
• Help develop ongoing email and nurturing campaigns that keep Top Talent in front of contacts and demonstrate our recruiting expertise.
• Segment contact lists so recipients receive relevant information.
• Work with Mailchimp or similar tools to prepare, send, and monitor campaigns.
• Review campaign results and suggest improvements.

Support the Founder and Manage Priorities

• Work closely with the Founder to identify priorities and organize his calendar.
• Keep track of projects, deadlines, follow-ups, and commitments.
• Help determine what needs attention now and what can be scheduled or delegated.
• Coordinate meetings and communication with recruiters, candidates, and clients.
• Take ownership of assignments and provide regular updates on progress.

What We’re Looking For

• Experience in marketing coordination, project coordination, executive support, recruiting operations, or a similar role.
• Strong Excel skills, including sorting, filtering, organizing data, removing duplicates, and building spreadsheets from multiple sources.
• Hands-on experience creating or coordinating email marketing campaigns.
• Excellent organization, follow-through, and attention to detail.
• Strong written communication and proofreading skills.
• The ability to research companies and identify relevant contacts.
• Comfort working with databases, an ATS or CRM, and tools such as Mailchimp.
• Someone who can take direction, ask good questions, and independently move projects forward.
• A proactive, resourceful approach and a willingness to suggest better ways of doing things.
• Sound judgment and discretion when handling confidential candidate and client information.

Experience in recruiting, staffing, transportation, or logistics is helpful, but it is not required.

What Success Looks Like

• Our candidate and company data is organized and ready to use.
• Recruiters receive targeted prospect lists that help them build candidate flow.
• Candidate marketing campaigns are launched promptly and followed through.
• Top Talent stays in front of potential clients through relevant, consistent outreach.
• Projects keep moving, and the Founder can focus more of his time on clients, candidates, and placements.

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