Pacemaker Quest Admin · Team Brief
A shared operating system for delivering two first-interview opportunities
Quest Admin is not a final hiring-results tracker. It helps the Pacemaker and Quest teams see whether each candidate in scope has completed two Pacemaker first interviews tied to two different confirmed job opportunities.
1. The one-sentence definition
Quest Admin is a candidate-first operations hub that helps the team move each candidate from 0 of 2, to 1 of 2, to 2 of 2 completed first-interview opportunities. It brings candidate progress, employer lead follow-up, and interview completion into one shared operating view.
Candidate-first progress
The main question is not “how many job posts do we have?” It is “which candidates still need interview opportunities, and what is blocking them?”
0 of 2 · 1 of 2 · 2 of 2Employer lead development
External job sources help the team discover businesses that may be hiring. A team member still confirms the opportunity before candidates are contacted.
Lead source, not final proofCompleted interview opportunity
Email outreach, acceptance, and scheduling are important steps, but the goal only moves forward when the first interview actually happens.
Completed first interview2. The full operating flow
The system follows the day-to-day work: add candidates and resumes, find possible employers, confirm who is actually hiring, match candidates to confirmed opportunities, send outreach, schedule interviews, and mark the interview as completed.
Add candidates
Upload a spreadsheet and resume folder, use a secure upload link, or add a candidate manually.
Find employer leads
Use external job sources to identify businesses, roles, and locations that may be worth following up on.
Contact employers
A Pacemaker team member confirms whether the business is currently hiring.
Confirm opportunity
Only verified hiring opportunities become ready to share with candidates.
Reach out to candidates
Select suitable candidates and send or record the outreach message.
Run first interview
When the candidate accepts, schedule and complete the Pacemaker first interview.
Reach 2 of 2
The candidate is fully served after two completed first interviews for two different confirmed opportunities.
3. External listings are lead sources, not verified opportunities
A listing from an external source is only a signal that a business might be hiring. It should not be treated as a ready-to-send opportunity until the team confirms the business, role, and current hiring status.
What we avoid
What we do
4. Dashboard concept
The dashboard is not just a reporting page. It is the team’s daily action board: who still needs interview opportunities, which accepted candidates need scheduling, which interviews need an outcome update, and which employers need follow-up.
Candidate Progress
Priority Actions
| Action | Count | Status |
|---|---|---|
| Candidates need two opportunities | 34 | High |
| Accepted candidates need scheduling | 18 | Queue |
| Interview outcomes need update | 5 | Today |
| Employers need follow-up | 42 | Lead |
Confirmed Opportunity Pipeline
| Opportunity | Outreach | Accepted | Done |
|---|---|---|---|
| Obong · Server | 12 | 5 | 3 |
| Sushi Yeon · Kitchen | 7 | 2 | 1 |
| Korean Village · Server | 10 | 3 | 2 |
Employer Lead Pipeline
5. What the system keeps track of
Instead of showing database terms, this view describes the real-world information the team needs to manage: candidates, employers, confirmed opportunities, outreach, first interviews, resumes, and import reviews.
- Name and contact details
- Resume status
- Preferred role
- Notes and availability
- 0 of 2 · 1 of 2 · 2 of 2
- Company name and area
- Contact status
- Hiring interest
- Follow-up notes
- Role and workplace
- How it was confirmed
- Who confirmed it
- Active / paused / filled
- Date and time
- Candidate and opportunity
- Completed / no-show / cancelled
- Counts toward the 2 of 2 goal
- Source listing
- Company name
- Role and location clue
- Follow-up needed
- Email draft or sent message
- Accepted / declined / no response
- Phone, email, or chat notes
- Next follow-up owner
- Uploaded file
- File type and date
- Secure access only
- Download history
- Spreadsheet and resume folder
- Rows needing review
- Possible duplicates
- Approved candidate records
6. Outreach and interview phases
The first version can work even before full email automation. The team can start with email previews and manual status updates, then add candidate response links and automated sending later.
Phase 1 · Manual outreach
Phase 2 · Guided candidate response
7. How the system should operate safely
Because the tool handles candidate contact information and resumes, it should be separate from the public marketing website, access-controlled for the team, and designed so resume files are stored privately.
8. Decisions to align on before building
These are operating rules the team should agree on early. They affect how the dashboard prioritizes work and how consistently the team records candidate progress.
This lets the team begin using the system before full automated email is ready.
Duplicates, no-consent cases, removal requests, and unsupported cases need a clear approval owner.
The team should agree whether phone, email, in-person confirmation, or another method is enough.
A clear follow-up window keeps the action queue clean and prevents old messages from lingering.