AI Recruiting Coordinator

The problem

Recruiting teams drown in email. Every open role generates dozens or hundreds of applications, each requiring acknowledgment, screening, and follow-up. The first 48 hours after a candidate applies are critical — slow responses lose top talent to faster-moving companies. But manually reviewing every resume, sending personalized responses, and coordinating interview schedules is time-intensive work that pulls recruiters away from higher-value activities like candidate evaluation and closing.

Applicant tracking systems help organize the pipeline, but they don't handle the actual communication. Candidates still need timely, thoughtful email responses. Many companies resort to generic auto-replies that feel impersonal, or worse, leave candidates waiting days for any response at all.

How an agent solves this

An AI recruiting coordinator operates from a dedicated email address like [email protected]. When applications arrive, the agent reads the email, downloads and analyzes any attached resume, screens the candidate against role requirements, and sends an appropriate response — all within minutes of receiving the application.

• Screen candidates against specific role requirements automatically
• Download and parse resume attachments for qualification matching
• Send personalized responses acknowledging the candidate's specific experience
• Propose interview times and handle scheduling back-and-forth
• Send respectful rejections to candidates who don't meet requirements
• Escalate promising candidates to human recruiters with a summary

How it works with Robotomail

Robotomail gives your recruiting agent a real email identity with full send/receive capability. Inbound applications arrive via webhooks, attachments are accessible through the API, and replies go out with proper threading and authentication.

Step 1: Create a hiring mailbox

curl -X POST https://api.robotomail.com/v1/mailboxes \
  -H "Authorization: Bearer rbt_your_api_key" \
  -H "Content-Type: application/json" \
  -d '{
    "address": "hiring",
    "domainId": "dom_yourcompany",
    "displayName": "Alex — Recruiting"
  }'

Step 2: Receive applications via webhook

When a candidate emails your hiring address, Robotomail delivers the full message — including attachment metadata — to your webhook endpoint. Your agent can immediately begin processing the application.

{
  "event": "message.received",
  "mailbox": "[email protected]",
  "message": {
    "id": "msg_7k2p4n",
    "from": "[email protected]",
    "subject": "Application — Senior Backend Engineer",
    "text": "Hi, I'd like to apply for the Senior Backend Engineer role. I have 6 years of experience with Go and distributed systems. Resume attached.",
    "attachments": [
      {
        "id": "att_resume_01",
        "filename": "sarah_chen_resume.pdf",
        "contentType": "application/pdf",
        "size": 245800
      }
    ],
    "receivedAt": "2026-03-22T09:15:00Z"
  }
}

Step 3: Download and analyze the resume

Use the attachment download endpoint to retrieve the candidate's resume. Your agent can parse the PDF, extract skills and experience, and compare them against your role requirements.

curl https://api.robotomail.com/v1/attachments/att_resume_01/download \
  -H "Authorization: Bearer rbt_your_api_key" \
  -o resume.pdf

Step 4: Respond based on screening results

If the candidate meets your requirements, the agent sends a personalized response proposing interview times. If not, it sends a respectful rejection. Either way, candidates hear back within minutes.

curl -X POST https://api.robotomail.com/v1/mailboxes/mbx_hiring/messages \
  -H "Authorization: Bearer rbt_your_api_key" \
  -H "Content-Type: application/json" \
  -d '{
    "to": ["[email protected]"],
    "subject": "Re: Application — Senior Backend Engineer",
    "bodyText": "Hi Sarah,\n\nThanks for applying for the Senior Backend Engineer role. Your background in Go and distributed systems looks like a strong fit.\n\nI\'d love to set up a 30-minute intro call. Are any of these times available?\n\n- Monday March 24 at 10:00 AM EST\n- Tuesday March 25 at 2:00 PM EST\n- Wednesday March 26 at 11:00 AM EST\n\nLooking forward to hearing from you.\n\nBest,\nAlex — Recruiting at YourCompany",
    "inReplyTo": "<[email protected]>"
  }'

curl -X POST https://api.robotomail.com/v1/mailboxes/mbx_hiring/messages \
  -H "Authorization: Bearer rbt_your_api_key" \
  -H "Content-Type: application/json" \
  -d '{
    "to": ["[email protected]"],
    "subject": "Re: Application — Senior Backend Engineer",
    "bodyText": "Hi,\n\nThank you for your interest in the Senior Backend Engineer role at YourCompany. After reviewing your application, we\'ve decided to move forward with other candidates whose experience more closely aligns with our current needs.\n\nWe appreciate you taking the time to apply and wish you all the best in your job search.\n\nBest regards,\nAlex — Recruiting at YourCompany",
    "inReplyTo": "<[email protected]>"
  }'

Key benefits

• Instant response times. Candidates hear back in minutes, not days. This dramatically improves your employer brand and reduces drop-off from top talent.
• Attachment handling. Robotomail stores attachments in durable cloud storage and provides a download API, so your agent can process resumes, portfolios, and cover letters automatically.
• Personalized at scale. Unlike generic auto-replies, your agent can reference the candidate's specific skills and experience in every response.
• Consistent candidate experience. Every applicant gets a thoughtful, timely response — no one falls through the cracks during busy hiring periods.
• Recruiter time savings. Human recruiters focus on evaluating shortlisted candidates and closing offers, while the agent handles the screening and scheduling volume.

Read the API documentation to get started, or learn more about why we built Robotomail. You can create a free account and have your recruiting agent running in minutes.