Recruiting Agency Desk
Recruiting, staffing and executive search firms
Employer clients, job orders, candidates and submissions for a staffing and search firm.
Use this templateRecruiting Agency Desk
The whole desk in one place: employers and their fee terms, open job orders, the candidates you are working, and every submission from first send to placement. Start on the Dashboard, then work the Overdue target fills and Mine views. Never let a submission sit without a next step.
Dashboard
Job order intake call
Submission standards
Offer, placement and guarantee
Weekly pipeline review
Employers
The employers who give the firm job orders, with their fee terms.
| Employer | Status | Search type | Fee (% of salary) | Hiring contact | Contact email | Employer since |
|---|---|---|---|---|---|---|
| Hartwell Logistics | Preferred | 20 | Bernadette Oyelowo | bernadette@hartwelllogistics.net | Nov 17, 2024 | |
| Pinecrest Medical Billing | Active | 22 | Matthias Ferreira | mferreira@pinecrestbilling.net | Dec 22, 2025 | |
| Arclight Fabrication | Active | 25 | Josephine Takahashi | jtakahashi@arclightfab.net | Apr 21, 2026 | |
| Brookline Property Group | Dormant | 18 | Silas Whitcombe | silas@brooklinepg.net | May 1, 2024 | |
| Tidewater Insurance Brokers | Active | 20 | Imogen Radcliffe | imogen@tidewaterbrokers.net | Jun 20, 2026 | |
| Quill & Anchor Publishing | Prospect | 20 | Ravi Subramanian | ravi@quillanchorpub.net | — | |
| Northfield Cold Storage | Active | 20 | Greta Holmqvist | greta@northfieldcold.net | Aug 19, 2026 |
Job orders
Each open role an employer has asked the firm to fill.
| Role | Status | Level | Pay budget (USD) | Opened | Target fill | Filled on |
|---|---|---|---|---|---|---|
| Dispatch supervisor | Interviewing | $64,000 | Sep 24, 2026 | Nov 1, 2026 | — | |
| Billing analyst | Open | $56,000 | Oct 9, 2026 | Nov 17, 2026 | — | |
| Maintenance planner | Offer | $78,000 | Sep 3, 2026 | Oct 21, 2026 | — | |
| Welding lead | Interviewing | $72,000 | Sep 15, 2026 | Oct 16, 2026 | — | |
| Account coordinator | Open | $46,000 | Oct 13, 2026 | Nov 22, 2026 | — | |
| Claims assistant | Filled | $44,000 | Aug 29, 2026 | Oct 8, 2026 | Oct 2, 2026 | |
| Warehouse manager | Interviewing | $82,000 | Sep 30, 2026 | Nov 7, 2026 | — | |
| Fleet coordinator | Filled | $58,000 | Jul 30, 2026 | Sep 8, 2026 | Sep 4, 2026 |
Candidates
The people the firm is working with, from first call to placement.
| Candidate | Status | Current title | Key skills | Source | Phone | |
|---|---|---|---|---|---|---|
| Ines Moreau | Available | Operations lead | Dispatch, route planning, team coaching | ines.moreau@mailpost.net | (614) 555-0101 | |
| Tobias Wanjiru | Screened | Billing specialist | Medical billing, claims appeals, reporting | tobias.w@mailpost.net | (614) 555-0102 | |
| Priscilla Dunmore | Available | Maintenance planner | Preventive maintenance, CMMS, vendors | p.dunmore@mailpost.net | (614) 555-0103 | |
| Anders Kvist | Screened | Lead welder | TIG and MIG, drawings, apprentice training | anders.kvist@mailpost.net | (614) 555-0104 | |
| Marguerite Oyelaran | New | Account assistant | Client service, policy renewals | m.oyelaran@mailpost.net | (614) 555-0105 | |
| Jonah Castellanos | Placed | Claims clerk | Claims intake, customer calls | jonah.c@mailpost.net | (614) 555-0106 | |
| Henrietta Bui | Available | Warehouse supervisor | Inventory, safety, scheduling | henrietta.bui@mailpost.net | (614) 555-0107 | |
| Lazar Pettigrew | Available | Fleet scheduler | Telematics, driver scheduling | lazar.p@mailpost.net | (614) 555-0108 |
Submissions
A candidate put forward for a job order, from submitted to placed.
| Submission | Stage | Candidate | Job order | Submitted | Interview | Start date |
|---|---|---|---|---|---|---|
| Ines Moreau for dispatch supervisor | Interview | Ines Moreau | Dispatch supervisor | Oct 9, 2026 | Oct 14, 2026 | — |
| Lazar Pettigrew for dispatch supervisor | Submitted | Lazar Pettigrew | Dispatch supervisor | Oct 16, 2026 | — | — |
| Priscilla Dunmore for maintenance planner | Offer | Priscilla Dunmore | Maintenance planner | Sep 18, 2026 | Oct 4, 2026 | — |
| Anders Kvist for welding lead | Interview | Anders Kvist | Welding lead | Oct 6, 2026 | Oct 20, 2026 | — |
| Henrietta Bui for warehouse manager | Interview | Henrietta Bui | Warehouse manager | Oct 12, 2026 | Oct 22, 2026 | — |
| Wilhelmina Aziz for warehouse manager | Submitted | Wilhelmina Aziz | Warehouse manager | Oct 17, 2026 | — | — |
| Jonah Castellanos for claims assistant | Placed | Jonah Castellanos | Claims assistant | Sep 8, 2026 | Sep 18, 2026 | Sep 28, 2026 |
| Tobias Wanjiru for billing analyst | Submitted | Tobias Wanjiru | Billing analyst | Oct 15, 2026 | — | — |
Where searches stand right now.
| Role | Status | Level | Pay budget (USD) | Opened | Target fill | Filled on |
|---|---|---|---|---|---|---|
| Dispatch supervisor | Interviewing | $64,000 | Sep 24, 2026 | Nov 1, 2026 | — | |
| Billing analyst | Open | $56,000 | Oct 9, 2026 | Nov 17, 2026 | — | |
| Maintenance planner | Offer | $78,000 | Sep 3, 2026 | Oct 21, 2026 | — | |
| Welding lead | Interviewing | $72,000 | Sep 15, 2026 | Oct 16, 2026 | — | |
| Account coordinator | Open | $46,000 | Oct 13, 2026 | Nov 22, 2026 | — | |
| Claims assistant | Filled | $44,000 | Aug 29, 2026 | Oct 8, 2026 | Oct 2, 2026 | |
| Warehouse manager | Interviewing | $82,000 | Sep 30, 2026 | Nov 7, 2026 | — | |
| Fleet coordinator | Filled | $58,000 | Jul 30, 2026 | Sep 8, 2026 | Sep 4, 2026 |
| Submission | Stage | Candidate | Job order | Submitted | Interview | Start date |
|---|---|---|---|---|---|---|
| Ines Moreau for dispatch supervisor | Interview | Ines Moreau | Dispatch supervisor | Oct 9, 2026 | Oct 14, 2026 | — |
| Lazar Pettigrew for dispatch supervisor | Submitted | Lazar Pettigrew | Dispatch supervisor | Oct 16, 2026 | — | — |
| Priscilla Dunmore for maintenance planner | Offer | Priscilla Dunmore | Maintenance planner | Sep 18, 2026 | Oct 4, 2026 | — |
| Anders Kvist for welding lead | Interview | Anders Kvist | Welding lead | Oct 6, 2026 | Oct 20, 2026 | — |
| Henrietta Bui for warehouse manager | Interview | Henrietta Bui | Warehouse manager | Oct 12, 2026 | Oct 22, 2026 | — |
| Wilhelmina Aziz for warehouse manager | Submitted | Wilhelmina Aziz | Warehouse manager | Oct 17, 2026 | — | — |
| Jonah Castellanos for claims assistant | Placed | Jonah Castellanos | Claims assistant | Sep 8, 2026 | Sep 18, 2026 | Sep 28, 2026 |
| Tobias Wanjiru for billing analyst | Submitted | Tobias Wanjiru | Billing analyst | Oct 15, 2026 | — | — |
| Candidate | Status | Current title | Key skills | Source | Phone | |
|---|---|---|---|---|---|---|
| Ines Moreau | Available | Operations lead | Dispatch, route planning, team coaching | ines.moreau@mailpost.net | (614) 555-0101 | |
| Tobias Wanjiru | Screened | Billing specialist | Medical billing, claims appeals, reporting | tobias.w@mailpost.net | (614) 555-0102 | |
| Priscilla Dunmore | Available | Maintenance planner | Preventive maintenance, CMMS, vendors | p.dunmore@mailpost.net | (614) 555-0103 | |
| Anders Kvist | Screened | Lead welder | TIG and MIG, drawings, apprentice training | anders.kvist@mailpost.net | (614) 555-0104 | |
| Marguerite Oyelaran | New | Account assistant | Client service, policy renewals | m.oyelaran@mailpost.net | (614) 555-0105 | |
| Jonah Castellanos | Placed | Claims clerk | Claims intake, customer calls | jonah.c@mailpost.net | (614) 555-0106 | |
| Henrietta Bui | Available | Warehouse supervisor | Inventory, safety, scheduling | henrietta.bui@mailpost.net | (614) 555-0107 | |
| Lazar Pettigrew | Available | Fleet scheduler | Telematics, driver scheduling | lazar.p@mailpost.net | (614) 555-0108 |
| Role | Status | Level | Pay budget (USD) | Opened | Target fill | Filled on |
|---|---|---|---|---|---|---|
| Dispatch supervisor | Interviewing | $64,000 | Sep 24, 2026 | Nov 1, 2026 | — | |
| Billing analyst | Open | $56,000 | Oct 9, 2026 | Nov 17, 2026 | — | |
| Maintenance planner | Offer | $78,000 | Sep 3, 2026 | Oct 21, 2026 | — | |
| Welding lead | Interviewing | $72,000 | Sep 15, 2026 | Oct 16, 2026 | — | |
| Account coordinator | Open | $46,000 | Oct 13, 2026 | Nov 22, 2026 | — | |
| Claims assistant | Filled | $44,000 | Aug 29, 2026 | Oct 8, 2026 | Oct 2, 2026 | |
| Warehouse manager | Interviewing | $82,000 | Sep 30, 2026 | Nov 7, 2026 | — | |
| Fleet coordinator | Filled | $58,000 | Jul 30, 2026 | Sep 8, 2026 | Sep 4, 2026 |
Past target fill date
| Role | Status | Level | Pay budget (USD) | Opened | Target fill | Filled on |
|---|---|---|---|---|---|---|
| Dispatch supervisor | Interviewing | $64,000 | Sep 24, 2026 | Nov 1, 2026 | — | |
| Billing analyst | Open | $56,000 | Oct 9, 2026 | Nov 17, 2026 | — | |
| Maintenance planner | Offer | $78,000 | Sep 3, 2026 | Oct 21, 2026 | — | |
| Welding lead | Interviewing | $72,000 | Sep 15, 2026 | Oct 16, 2026 | — | |
| Account coordinator | Open | $46,000 | Oct 13, 2026 | Nov 22, 2026 | — | |
| Claims assistant | Filled | $44,000 | Aug 29, 2026 | Oct 8, 2026 | Oct 2, 2026 | |
| Warehouse manager | Interviewing | $82,000 | Sep 30, 2026 | Nov 7, 2026 | — | |
| Fleet coordinator | Filled | $58,000 | Jul 30, 2026 | Sep 8, 2026 | Sep 4, 2026 |
Interviews this week
| Submission | Stage | Candidate | Job order | Submitted | Interview | Start date |
|---|---|---|---|---|---|---|
| Ines Moreau for dispatch supervisor | Interview | Ines Moreau | Dispatch supervisor | Oct 9, 2026 | Oct 14, 2026 | — |
| Lazar Pettigrew for dispatch supervisor | Submitted | Lazar Pettigrew | Dispatch supervisor | Oct 16, 2026 | — | — |
| Priscilla Dunmore for maintenance planner | Offer | Priscilla Dunmore | Maintenance planner | Sep 18, 2026 | Oct 4, 2026 | — |
| Anders Kvist for welding lead | Interview | Anders Kvist | Welding lead | Oct 6, 2026 | Oct 20, 2026 | — |
| Henrietta Bui for warehouse manager | Interview | Henrietta Bui | Warehouse manager | Oct 12, 2026 | Oct 22, 2026 | — |
| Wilhelmina Aziz for warehouse manager | Submitted | Wilhelmina Aziz | Warehouse manager | Oct 17, 2026 | — | — |
| Jonah Castellanos for claims assistant | Placed | Jonah Castellanos | Claims assistant | Sep 8, 2026 | Sep 18, 2026 | Sep 28, 2026 |
| Tobias Wanjiru for billing analyst | Submitted | Tobias Wanjiru | Billing analyst | Oct 15, 2026 | — | — |
Available candidates
| Candidate | Status | Current title | Key skills | Source | Phone | |
|---|---|---|---|---|---|---|
| Ines Moreau | Available | Operations lead | Dispatch, route planning, team coaching | ines.moreau@mailpost.net | (614) 555-0101 | |
| Tobias Wanjiru | Screened | Billing specialist | Medical billing, claims appeals, reporting | tobias.w@mailpost.net | (614) 555-0102 | |
| Priscilla Dunmore | Available | Maintenance planner | Preventive maintenance, CMMS, vendors | p.dunmore@mailpost.net | (614) 555-0103 | |
| Anders Kvist | Screened | Lead welder | TIG and MIG, drawings, apprentice training | anders.kvist@mailpost.net | (614) 555-0104 | |
| Marguerite Oyelaran | New | Account assistant | Client service, policy renewals | m.oyelaran@mailpost.net | (614) 555-0105 | |
| Jonah Castellanos | Placed | Claims clerk | Claims intake, customer calls | jonah.c@mailpost.net | (614) 555-0106 | |
| Henrietta Bui | Available | Warehouse supervisor | Inventory, safety, scheduling | henrietta.bui@mailpost.net | (614) 555-0107 | |
| Lazar Pettigrew | Available | Fleet scheduler | Telematics, driver scheduling | lazar.p@mailpost.net | (614) 555-0108 |
How to read the numbers
A rushed intake is the root of most failed searches. Fifteen extra minutes here saves two weeks later.
Questions to cover
Why is the role open and what happened to the last person?
What would the first ninety days look like for a great hire?
Which two skills are non-negotiable and which can be taught?
Salary range and what could move it; benefits that candidates always ask about.
Interview rounds, who is in them, and how many days between rounds.
After the call
Create the job order with salary, target fill date and level.
Write the role page: the role, search plan and interview process.
Send the employer a short summary of what you heard and ask them to correct it.
Agree these before you source
Fee and guarantee period on the employer row
A named person who gives feedback within two working days
Whether the role is exclusive to us
What goes to the employer
A short note: why this person, in three sentences.
Their resume, with any changes they approved.
Salary expectations and notice period, stated plainly.
Two lines on what they asked about the role.
What never goes
Anything the candidate asked you to keep private.
A salary figure you have not confirmed with them this week.
After you send
Log the submission with the submitted date.
Set a reminder to call the employer in two working days.
Tell the candidate what happens next and by when.
A candidate who never hears back stops answering your calls. A short update is always better than silence.
From offer to start date
When a submission reaches Offer, call both sides the same day and confirm the number.
Record the agreed pay on the submission only once the candidate has said yes.
Press Confirm placement after the written offer is signed and the start date is agreed.
Send the employer the fee invoice according to the terms on their row.
During the guarantee period
Call the new hire at day 7, day 30 and day 60.
Note anything that sounds like trouble and tell the employer early.
If a hire leaves, open a replacement job order at no new fee and link it in the notes.
Why this matters
Employers remember how replacements were handled far longer than they remember the original fee.
Agenda for forty-five minutes
Past target fill date: each job order gets a plan or a decision to close.
Interviews this week: who is prepping each candidate?
Stale candidates: anyone available who has not been contacted this month gets a call.
New searches: ownership and the first three actions for each.
Rules
Every open job order has a named recruiter and a next step with a date.
If nothing has happened in ten days, the job order is discussed first.
Update statuses before the meeting, not during it.
What's inside
5 tables · 18 views · 1 form · 2 row actions · 1 agent6 pages
- Recruiting Agency Desk
- Dashboard
- Job order intake call
- Submission standards
- Offer, placement and guarantee
- Weekly pipeline review
4 tables
- Employers3 views · 7 sample rows
- Job orders7 views · 10 sample rows
- Candidates4 views · 12 sample rows
- Submissions4 views · 11 sample rows
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