What is a hiring manager?

A hiring manager is the individual responsible for overseeing the recruitment process for a specific role within an organization. They are typically the leader or supervisor of the hiring department, and they play a key role in the hiring process. They define job requirements, screen, and interview candidates, and make the final hiring decision.

Hiring managers work closely with the human resources team to ensure the hiring process aligns with company objectives, employment policies, and workforce needs.

What are the roles and responsibilities of a hiring manager in the recruitment process?

The hiring manager plays a critical role in recruitment, ensuring the right candidate is selected to meet the team’s needs. HR managers handle administrative tasks, like job listings, managing applications, and ensuring compliance with employment laws, while hiring managers focus on more strategic aspects, such as:

• Initiating the recruitment process: Identify the need for a new or replacement position within their department, submit a job requisition, and obtain approvals to commence the hiring process
• Defining job requirements: Collaborate with HR to create or review the job description, outlining the skills, qualifications, and experience required for the role, and ensure it accurately reflects the responsibilities and expectations of the position
• Screening and interviewing candidates: Review shortlisted candidates to assess their suitability (after HR screening) and participate in interviews to evaluate candidates on their competencies and cultural fit with the organization
• Making the final hiring decision: Make the final decision to hire, usually after considering input from the recruitment team and other stakeholders
• Onboarding and training new hires: Play a significant role in onboarding new employees, ensuring they receive the training and resources to integrate successfully into the team

Consider the following example of a role: Director of Portfolio Risk at the Future Fund, Australia’s sovereign wealth fund, with the following functions:

• Oversee the assessment and management of investment risks across the fund’s portfolio
• Develop and implement risk management strategies to align with the fund’s objectives
• Collaborate with various investment teams to ensure cohesive risk practices and report to senior leaders and stakeholders

The hiring manager for this role is the Managing Director of Portfolio Risk at the Future Fund, who leads the fund's portfolio risk function. The advertised role will report to the Managing Director.

For this role, the hiring manager would be responsible for:

• Initiating the recruitment process after recognizing the need for a Director of Portfolio Risk
• Defining the job requirements, in collaboration with HR, detailing the necessary skills, qualifications, and experience for the role, i.e., an investment professional with 10–15 years of experience, with a strong understanding of portfolio construction and investment strategy, and qualified in economics or finance with a professional accreditation
• Screening and interviewing candidates to assess the requisite technical expertise and cultural alignment
• Making the final hiring decision and onboarding and training the new Director as required

In this case, the Managing Director is well-placed to serve as hiring manager given their:

• Extensive industry experience (legal, investment banking, and pension fund management)
• Strong qualifications (finance and actuarial studies)
• Management credentials based on several senior past roles

Is a hiring manager part of the HR department?

A hiring manager is typically not part of the HR department. Hiring managers are usually leaders or supervisors within the department with the job opening.

While HR oversees recruitment policies and procedures, hiring managers represent the operational side of the business, focusing on the specific needs of their teams. Their insights help shape the technical and experience requirements of the role, ensuring that hiring decisions are aligned with department goals.

How does a hiring manager collaborate with HR professionals?

Collaboration between HR and hiring managers results in a more holistic recruitment process. It balances strategic and practical considerations to create a seamless experience for candidates and hiring teams. While HR oversees the logistical and compliance aspects of filling open positions, hiring managers contribute their expertise to the specific requirements and team dynamics unique to their department.

HR professionals coordinate recruitment activities such as posting job ads, sourcing candidates, and conducting initial screenings. The hiring manager refines the selection process by identifying key competencies and conducting interviews to assess fit and technical skills. By partnering this way, they create an effective and compliant hiring process aligned with department operational goals and organizational strategy.

Here’s a summary of how hiring managers and HR responsibilities coordinate:

Hiring manager vs. HR responsibilities

What is the difference between HR and the hiring manager?

The key difference between HR and a hiring manager lies in their roles and focus areas:

• HR oversees recruitment processes from an organizational perspective, ensuring compliance, managing job postings, and implementing company-wide hiring policies
• The hiring manager is responsible for the specific role being filled, evaluating candidates’ technical skills and how well they fit within their team

While HR sets recruitment policies, the hiring manager decides based on departmental needs and team-specific considerations.

Is a recruiter different than a hiring manager?

Yes, there’s a distinction between a hiring manager vs. recruiter. They have different roles in the hiring process:

• A recruiter is typically a part of the HR team and focuses on finding, attracting, and screening potential candidates to build a strong talent pool
• The hiring manager is the decision-maker for the role, conducting in-depth interviews and selecting the candidate who best fits the team’s requirements

While recruiters drive the sourcing and initial selection, hiring managers ensure that the chosen candidate fits the team’s culture, collaborates effectively with team members, and aligns with long-term departmental goals.

What skills and qualities make a hiring manager effective?

Effective hiring managers possess a unique combination of leadership, technical knowledge, and communication skills. They must evaluate both hard and soft skills to ensure candidates are competent and a good cultural fit for the organization. They make objective decisions, focusing on the role’s requirements while remaining open to feedback from HR professionals.

Organizational and collaborative skills are critical for managing a structured and efficient recruitment process. Hiring managers must be detail-oriented while balancing long-term departmental goals with immediate hiring needs.

Leadership and adaptability enable hiring managers to inspire confidence in their decisions and remain flexible to meet evolving needs.

The skills and qualities required by hiring managers may vary depending on the job opening. Consider the example of hiring an engineer vs. a marketer. Hiring an engineer requires a focus on technical competencies and analytical abilities, while hiring a marketer emphasizes creativity and communication skills. The comparison below highlights these differences:

Hiring manager skills: Engineer vs. marketer

How can hiring managers evaluate cultural fit without discriminating?

Hiring managers should avoid making judgments based on personal preferences or superficial qualities, which can lead to unconscious biases. They should evaluate cultural fit by focusing on how well a candidate’s values, work style, and behaviors align with the company’s core principles and work environment. Asking structured, behavioral interview questions will reveal how candidates approach teamwork, problem-solving, and communication.

The following examples illustrate how a structured approach based on relevant factors rather than unconscious biases promotes fairness and inclusivity in hiring practices:

1. Adapting to a dynamic work environment

Instead of asking a candidate, “Would you fit well with our fast-paced culture?” the hiring manager could ask, “Can you share an example of a time you had to adapt quickly to a significant change at work? How did you handle it?”.

This approach seeks a response that describes adaptability and problem-solving, avoiding subjective judgments and offering a clear, objective basis for assessment.

2. Collaboration and teamwork

Rather than judging a candidate based on subjective impressions of friendliness or personality, the hiring manager could ask, “Tell me about a successful team project you worked on. What role did you play, and how did you contribute to the outcome?”.

The answer allows the hiring manager to evaluate the candidate’s collaborative skills and teamwork without relying on personal bias.

Why is it important for hiring managers to clearly define job requirements?

Clearly defined job requirements are essential for laying a strong foundation for the entire recruitment process. By articulating the necessary technical skills, experience, and soft skills for a role, hiring managers help ensure the right candidates are attracted. Vague or incomplete job descriptions may result in unsuitable applications, making the hiring process less efficient and increasing the risk of hiring someone who isn’t the best fit for the position.

Hiring managers enable HR professionals to create accurate job postings by providing specific job requirements, which form the basis for targeted screening criteria. This reduces time spent reviewing unqualified candidates and improves the overall quality of the talent pool.

A well-defined set of requirements also helps to manage candidate expectations and ensures that the hiring process aligns with the team’s needs and goals.

Taking a systematic approach to defining job requirements, using job profiles, levels, and career progression frameworks, provides consistency and cohesion across the hiring process. Rather than starting from scratch for each new hire, hiring managers can build on established frameworks to create clear, standardized role descriptions and leverage powerful recruiting software to streamline candidate evaluation. This approach enhances recruitment while promoting internal equity and long-term alignment with organizational career development plans.

What are the responsibilities of hiring managers after a candidate is selected?

After selecting a candidate, hiring managers ensure a smooth onboarding process and successful integration into the team by:

• Communicating with HR to finalize the offer letter, employment contract, and other necessary documentation
• Clearly outlining responsibilities to manage the candidate’s expectations and set the tone for their upcoming experience

After the new starter joins, hiring managers are responsible for:

• Introducing the new hire to the team
• Providing role-specific training and clear performance expectations
• Checking in regularly to monitor progress, address concerns, and offer guidance as needed

By staying actively involved with a new starter’s early experience, hiring managers create a welcoming environment that enhances engagement, promotes job satisfaction, and improves retention.

Does a job offer come from HR or the hiring manager?

A job offer typically comes from HR, but the hiring manager plays an important role in the process.

HR is responsible for preparing and extending the formal offer, ensuring it adheres to company policies and meets legal requirements. The hiring manager informally communicates the decision to the candidate and discusses role-specific details, such as team dynamics and expectations.

During this stage, collaboration between HR and the hiring manager ensures a seamless process, combining HR’s procedural expertise with the hiring manager’s connection to the hiring department.

Does HR or the hiring manager decide the salary?

The salary for a new hire is typically determined through collaboration between HR and the hiring manager. HR provides salary guidelines based on market data, internal pay structures, and company policies to ensure consistency and fairness. The hiring manager may recommend a salary within that range based on the candidate’s experience, skills, and the department’s budget.

What challenges do hiring managers face and how can they overcome them?

Hiring managers face several key challenges throughout the recruitment process, including:

Attracting qualified candidates

Hiring managers often struggle to attract a strong pool of qualified candidates. This can be due to highly competitive markets, limited sourcing channels, or unclear job requirements.

The recruiter and hiring manager should work closely together to craft accurate job descriptions and leverage recruitment tools, like applicant tracking systems (ATS), to expand their reach. Expanding sourcing strategies, such as tapping into professional networks, partnering with recruitment agencies, and using social media, can also improve candidate quality.

Managing time constraints

Balancing recruitment duties with regular managerial responsibilities can lead to time pressures and delays. This may result in a disorganized recruitment process and rushed or delayed hiring decisions.

Creating a clear hiring timeline, prioritizing key stages of the recruitment process, and delegating administrative tasks to HR can boost efficiency. Using scheduling tools and setting realistic deadlines keeps the process on track.

Ensuring unbiased hiring decisions

Unconscious bias in hiring may affect decision-making and limit workplace diversity. Even experienced hiring managers can unintentionally make subjective judgments.

Regular training on diversity, equity, and inclusion (DEI) helps promote fair hiring practices and reduces bias. Structured interviews and standardized evaluation criteria also reduce the likelihood of bias, ensuring candidates are assessed on relevant skills and experience.

What metrics can hiring managers use to evaluate the success of their hiring decisions?

Hiring managers may use several metrics, or key performance indicators (KPIs), to assess the effectiveness of their hiring decisions. These include:

• Time to fill: Tracks how long it takes to hire a candidate from the time the job is posted until the offer is accepted. A shorter time indicates an efficient recruitment process, while longer times may signal bottlenecks or a need to adjust hiring strategies. Monitoring the time to fill helps hiring managers optimize recruitment workflows and reduce delays.
• Quality of hire: Assesses how well a new employee performs based on their job performance, cultural fit, contribution to the team, and other factors. A high-quality hire reflects a successful selection process, while repeated performance issues may indicate flaws in screening or evaluation methods.
• Employee retention rates: Measures how long new hires remain within the organization. High retention rates indicate that hiring decisions align well with the company’s needs and the candidate’s expectations. Low retention rates may point to misalignment in job descriptions, poor onboarding, or inadequate candidate assessments.
• Candidate feedback: Feedback from candidates about their recruitment experience provides valuable insights into the hiring process, highlighting areas such as communication, interview quality, and overall candidate satisfaction. These insights can help improve the recruitment process and enhance employer branding.
• Hiring manager satisfaction: Surveys that measure how well the recruitment process meets the hiring manager’s expectations in terms of candidate quality and fit help identify areas for improvement. Possible improvements include refining job requirements and enhancing collaboration with HR.

Tracking these metrics enables hiring managers to improve their recruitment strategies and make data-driven decisions in the future.

Hire globally and empower your managers with Deel

Deel offers solutions for streamlining recruitment, enhancing onboarding experiences, and supporting long-term employee success:

• Hire employees anywhere in the world while ensuring compliance with local laws and regulations
• Onboard and manage international contractors with ease while automating HR administration, staying compliant, and ensuring on-time payments in over 150 countries
• Create engaging and structured onboarding learning programs with Deel Engage, helping new hires feel supported and connected from day one
• Prepare your hiring managers for their first recruitment programs, train them to effectively support new hires, and deliver customized learning solutions through our innovative learning management software
• Use our career development software for defining job roles, responsibilities, career progression pathways, and growth opportunities, ensuring clear expectations from the start
• Leverage employee surveys to collect continuous feedback, helping your hiring managers gather insights from employees to improve hiring and onboarding practices

Book a demo to see how Deel can help you build a seamless and efficient hiring experience while empowering your hiring managers with the right tools and training.