Recruiter SOP
To establish a structured, efficient recruiter workflow that guarantees rapid delivery of 2–3 qualified candidates & standardizes performance expectations
Overview
This SOP establishes a structured, efficient recruiter workflow that guarantees rapid delivery of 2–3 qualified candidates within 48 hours, maintains strong candidate engagement, ensures Bullhorn data accuracy, and supports predictable, high-quality recruiting outcomes in alignment with organizational expectations.
Scope
This SOP applies to all recruiting activities within the organization.
Covered Activities
- All Requisitions requiring recruiting support
- All Recruiters responsible for sourcing, screening, and delivering candidates
- Recruiting Lead oversight including assignment, performance, data governance, and escalations
Important Restrictions
Sub-vendor outreach is prohibited without executive approval.
Roles & Responsibilities
Recruiting Lead
The Recruiting Lead ensures clarity, accuracy, and accountability across the recruiting function. Responsibilities include:
- Reviewing role details for completeness.
- Confirming must-have skills and hiring expectations.
- Assigning roles based on SME alignment, workload, and performance.
- Communicating expectations for delivery speed and quality.
- Supporting escalations and prioritization.
- Monitoring KPIs, performance trends, ATS compliance, and team productivity.
Recruiters
Recruiters own the hiring lifecycle for assigned roles. Responsibilities include:
- Acknowledging new roles within 1 hour.
- Conducting intake to clarify missing details.
- Aligning with the HR-RF SharePoint document.
- Meeting with sourcers to define sourcing strategy.
- Beginning sourcing immediately after intake.
- Delivering 2–3 qualified, submission-ready candidates within 48 hours.
- Maintaining accurate, complete, and up-to-date Bullhorn records (required fields, notes, statuses, tags, location, phone, email).
- Preparing clean, formatted resumes for submission.
- Providing daily status updates to the Recruiting Lead.
- Communicating daily with sourcers on pipeline flow.
- Closing the loop with all candidates when the role is filled.
Recruiters are expected to follow this SOP exactly; “I didn’t know” is not a valid explanation.
Minimum Criteria Required Before Recruiting Begins
Recruiting support starts only when all required criteria are confirmed.
Position Details
| Requirement | Examples |
|---|---|
| Job Title | Senior Java Developer, Cloud Architect |
| Duration | Contract, contract-to-hire, permanent |
| Location | Onsite, remote, hybrid |
| Visa Status | US Citizen, GC, H1B, no sponsorship |
| Tax Terms | W-2, C2C, 1099 |
Skill Requirements
Must-Have Skills
- Technical requirements that are non-negotiable
- Years of experience required
- Required certifications
Nice-to-Have Skills
- Preferred qualifications
- Bonus experience areas
Key Responsibilities
- Day-to-day activities
- Primary deliverables
Hiring Process Expectations
- Budget/Rate Range: Approved compensation parameters
- Interview Stages: Number and types of interviews
- Timeline: Expected hiring lifecycle duration
Business Context
- Reason for Opening: Backfill, growth, new project
- Project Overview: Business objectives and scope
- Team Environment: Team size, structure, culture
- Urgency Factors: Risks, deadlines, critical challenges
Recruiter Work Distribution Logic
Assignment Criteria
Requirements are allocated to recruiters based on:
- Bandwidth: Current workload and capacity
- Historical Delivery: Past performance and success rates
- SME Alignment: Understanding of technologies and role requirements
Data Management Responsibilities
Bullhorn Management
- Add all candidates per data governance standards
- Maintain complete and accurate candidate records
Real-Time Updates Required
Update both Bullhorn and SharePoint sheet with:
- Prescreen status and notes
- Submission details
- Client submission tracking
- Interview scheduling and results
- Feedback and hiring decisions
- End-of-day results
Candidate Ownership Rules
New Candidates (First Entry in Bullhorn)
| Recruiter Action | Ownership Duration | Conditions |
|---|---|---|
| Initial Contact | 2 days | Email + voicemail attempted |
| Screening Completed | 7 days | Screening completed + follow-up |
| Candidate Submitted | 30 days | For same customer only |
| Different Customer | 24 hours | Must contact within 24 hours or lose ownership |
Existing Candidates in Bullhorn
General Rule
- Prior submissions by another recruiter to a different position do not restrict access
- Other recruiters may submit the candidate to new roles
Active Communication Exception
- If a recruiter is actively communicating with the candidate, that recruiter retains ownership for 7 days
Same Position Rule
- For the same position with the same customer (reopened requisition or additional headcount)
- The most recent recruiter who submitted the candidate retains ownership
Ownership Conflicts
Escalate ownership disputes to the Recruiting Lead immediately for resolution.
Service Level Agreements (SLAs)
All SLAs are mandatory and tracked for performance evaluation.
| Activity | SLA Timeframe | Details |
|---|---|---|
| Acknowledge New Role | Within 1 hour | Confirm receipt and review |
| Conduct Intake | Within 60 minutes | If details need clarification |
| Begin Sourcing | Immediately | After intake completion |
| Submit Qualified Candidates | Within 48 hours | 2–3 submission-ready candidates |
| Daily Updates | Before COB | Status report to Recruiting Lead |
Candidate Outreach Cadence
This 7-day cadence is mandatory and supports rapid activation and engagement.
Required Outreach Schedule
| Day | Outreach Activities | Purpose |
|---|---|---|
| Day 1 | Email + Phone + VM + LinkedIn message | Initial multi-channel contact |
| Day 2 | Phone (no VM) + Follow-up email | Quick reconnect attempt |
| Day 3 | Phone + Voicemail | Persistent follow-up |
| Day 4 | Value-driven follow-up email | Re-engagement with value proposition |
| Day 5 | Final phone + VM (different time) | Last attempt at different time |
| Day 7 | Breakup/closure message | Professional closure |
Documentation Requirements
- Log all outreach attempts in Bullhorn with timestamps
- Note candidate responses or lack thereof
- Update candidate status based on engagement level
Closing the Loop
Required Actions When Role is Filled
- Notify All Candidates – Send professional closure communication
- Update Bullhorn – Change candidate statuses appropriately
- Update SharePoint – Mark role as filled with final metrics
- Document Outcome – Record hired candidate and placement details
Prohibited Practices
Violation of these practices may result in immediate corrective action.
Strictly Prohibited
- ❌ No sharing roles with third-party vendors without executive approval
- ❌ No self-reassignment of roles without Recruiting Lead approval
- ❌ No bypassing outreach cadence requirements
- ❌ No incomplete Bullhorn records or missing data
Quality Standards for Candidate Submission
A candidate is considered qualified and submission-ready when they meet all criteria:
Technical Qualification
- ✅ Meet 80–100% of must-have skills
- ✅ Fit within approved budget/compensation range
- ✅ Pass recruiter prescreen interview
Engagement & Availability
- ✅ Demonstrate genuine interest in the role
- ✅ Confirm availability for start date
- ✅ Responsive to communication
Submission Quality
- ✅ Clean, formatted, error-free resume
- ✅ Complete Bullhorn profile with all required fields
- ✅ Detailed screening notes documented
KPIs & Performance Metrics
These KPIs apply to every recruiter and supersede all other references.
All performance expectations are defined in this section and used for evaluation.
Speed KPIs
| Metric | Target | Critical Threshold |
|---|---|---|
| Time-to-First-Submission | <48 hours | Must meet on 90% of roles |
| Escalation Response | Same day | Immediate for roadblocks |
Volume KPIs
- Weekly Submittal Volume – Varies by role load and complexity
- Outreach Activity Volume – Minimum daily outreach targets
- Pipeline Size & Freshness – Active candidate pool maintenance
Conversion KPIs
| Conversion Stage | Target Ratio | Benchmark |
|---|---|---|
| Submittal → Interview | Track trend | Industry standard |
| Interview → Offer | Track trend | Customer-specific |
| Offer → Placement | >80% | High acceptance rate |
Quality KPIs
Candidate Quality
- Resume quality and formatting standards
- Qualification accuracy (must-haves vs nice-to-haves)
Engagement Metrics
- Candidate response rates
- Follow-up cadence completion rate (100% required)
Data Integrity KPIs
Bullhorn Compliance
- ✅ Required fields 100% completed
- ✅ Notes & status updates entered same day
- ✅ Accurate tagging, location, email, phone
Ongoing Maintenance
- ✅ Tearsheets maintained and refreshed weekly
- ✅ Full compliance with data governance standards
Reporting & Review
The Recruiting Lead reviews all KPIs weekly and conducts monthly performance assessments.
Recruiters are expected to know, follow, and meet all standards detailed in this SOP.
Continuous Improvement
Recruiters and Recruiting Lead identify areas for process optimization and discuss during monthly performance assessments.
Recruiting Lead identifies training gaps and organizes regular training sessions as needed.
Recruiter KPI Accountability & Corrective Action
This section defines how recruiter performance is evaluated, managed, and corrected based on the KPIs outlined in Section 12 of this SOP.
All recruiters are accountable for meeting the defined Speed, Volume, Conversion, Quality, and Data Integrity KPIs.
Monthly KPI Status Classification
Green: Meeting Expectations
Yellow: Needs Improvement
Red: Performance Issue
Formal Corrective Action Process (Red Status)
Performance Improvement Period (30 Days) with defined improvement targets and outcome review.
Non-Negotiable Accountability Standards
- “I didn’t know” is not an acceptable explanation
- SLA risks must be escalated the same day
- Outreach cadence is mandatory
- Bullhorn accuracy is part of performance expectations
- Submission quality is defined by must-have requirements
- Market conditions do not excuse lack of activity or data hygiene
KPI Awareness & Ownership
Recruiters are expected to know their KPIs, monitor performance, take ownership of gaps, and adhere fully to all processes defined in this SOP.