Written by Vaclav Koranda

Who Is Who in Job Search—and How to Make the Most of Them

When you apply for a job, you’ll come across a range of professionals who play different roles throughout the recruitment process. From recruiters and career coaches to staffing agencies and job boards, each one can shape your experience and impact your success. This article breaks down who’s who in the job search ecosystem and how to leverage them to boost your chances and land the right opportunity faster.

Recruitment Agencies

Recruitment agencies are enterprises whose business model is based on generating revenue by finding candidates and filling job vacancies in other companies – their clients. Their job is to search their databases and social networks (such as LinkedIn or Indeed) for suitable candidates, post job advertisements on behalf of their clients, review resumes and introduce the best suitable candidates to their client company.

Some agencies specialise in a technology or industry niche, whilst others work across many industries. They work usually on a contingency basis, which means they get paid a commission fee, usually between 15% and 30% of the first-year salary of the candidate they successfully place into a role. Sometimes they have exclusivity for that role, sometimes they don’t and the hiring company may engage several agencies to search for candidates for the same job.

Recruitment agencies are usually not so well aligned with the business that is hiring for the role; they work for several different companies simultaneously and sometimes confuse things or may give you obsolete information regarding the company or the job. Their recruiters are usually overloaded (an external recruiter may handle approximately 40-50 or even more open requisitions simultaneously) and under high pressure to deliver their tough financial targets every month so be careful and always verify the information they give you from other available sources. It would be nice of you if you tolerate a little slip here and there though, because these guys are working really hard!

On the other hand, recruitment agencies are often motivated to fill roles quickly. If you can demonstrate that you’re even a moderately suitable candidate, they’ll likely advocate for you and help secure an interview. Since they interact with dozens of candidates daily, they have a solid understanding of market compensation benchmarks and their client’s budget for the role. In many cases, they may even support you in negotiating a higher salary—after all, a better offer means a better commission for them.

Even if you don’t land the initial role they contacted you about, making a strong impression can lead to future introductions as new opportunities arise from other clients. That’s why it’s worth maintaining good relationships with recruitment agencies. A reputable agency with strong industry connections can become a valuable asset in your long-term career development.

Headhunters

A headhunter is a recruiter working either as a sole entrepreneur (you can recognise them easily because their business name usually ends with “… and partners” — basically to impress their clients and disguise the fact that their business is just a one-man show) or an employee of a recruitment agency that is offering headhunting as a service. They usually work on a retained basis which means that they will charge an upfront fee to the client to conduct the job search. They will mostly also have exclusivity for that particular role, meaning the job will only be filled through this recruitment company and no one else. Headhunting services are rather expensive and are typically used to fill roles like senior management, sales, or sometimes even senior experts with a unique combination of skills that makes them rare on the market.

Headhunters are usually specialized and well connected within their niche. When they get a vacancy to fill, they will prepare an overview of all relevant candidates, their brief background, what they are doing now and whether they are open to change, and present it to their customer. Therefore, if you aspire to roles that are in scope for headhunting, you should connect with all headhunters in your target area and industry, maintain good relationships with them and regularly update them on your situation.

Headhunters may not be as motivated to fill the vacancy quickly because they get paid regardless. They will focus on finding the best available candidate instead. Their fee is also usually independent from your potential compensation (and is rather based on an industry benchmark). They will have a very good overview of the market and their client’s limits but won’t be as motivated to help you push your offer up; they will rather try to mediate the negotiations between you and the company in order to narrow the gap and bring the deal to close. As with the previous case, if you’re aiming to advance your career into roles typically targeted by headhunters, building strong relationships with recruiters in your field—and keeping them updated on your status periodically—should be a deliberate part of your career strategy.

Staffing Agencies

Staffing agencies primarily focus on filling temporary and seasonal roles. They are designed to operate at speed and scale, handling high volumes of placements efficiently. These agencies serve a wide range of industries, including manufacturing, logistics, hospitality, retail, office administration, customer support, and IT.

When you work through a staffing agency for another company, you are always employed by the agency itself. The agency pays your salary and bills the client company your personnel cost plus a markup—usually around 20%.

One advantage of working through a staffing agency is the potential for quick job placement, especially if your skillset is in demand. However, compensation and benefits may be on the lower end of the industry standard. Many staffing agencies offer temp-to-perm arrangements, where selected workers may be converted to permanent employees at the client company—typically after a set period or if the client pays an additional fee. This can be a valuable pathway to get your foot in the door with a desired employer, demonstrate your value, and explore opportunities of being converted to permanent staff later.

Internal Recruiters

Internal recruiters are full-time employees of a company who oversee the entire recruitment process from start to finish — from initiating a hiring requisition to closing the role. While they occasionally collaborate with external recruitment agencies or headhunters for specific tasks, they often manage the entire process independently.

Unlike external recruiters, internal recruiters do not earn commissions when a candidate is hired. However, their performance bonuses are typically tied to metrics such as time-to-fill and quality-of-hire. Their goal goes beyond simply filling a vacancy — they aim to find candidates who will thrive and grow within the organization, reducing the likelihood of having to refill the same position within a few months. Also, their internal reputation hinges on the quality of people they bring to their organization.

On average, an internal recruiter may juggle around 20 open roles at any given time. Because they work directly within the company, they tend to be more closely aligned with the business’s needs and culture. This means they can provide more accurate insights into the company’s values, team dynamics, and the expectations of hiring managers.

That said, candidates should not expect internal recruiters to advocate for them during salary negotiations. Their primary responsibility is to represent the company’s interests and ensure a smooth, efficient hiring process.

Recruitment Process Outsourcing (RPO)

Recruitment Process Outsourcing (RPO) is a strategic hiring model where an organization transfers all or part of its recruitment activities to an external provider. The RPO partner acts as an extension of the internal HR team, managing tasks such as sourcing, screening, interviewing, onboarding, and even employer branding. Companies opt for RPO solutions typically when they need a scalable and data-driven recruitment function, access to specialized recruiting expertise, technology platforms, and market insights that would be difficult to build internally.

From a candidate’s perspective, working with an RPO recruiter can feel more structured and process-driven compared to an in-house recruitment team. RPO recruiters often manage high volumes across multiple roles and use standardized tools and workflows, which can lead to faster communication and clearer timelines. However, they may have less direct influence over hiring decisions or team dynamics than internal recruiters, who are embedded in the company and may offer deeper insights into culture, long-term career paths, and informal feedback.

Hiring Managers

A hiring manager is a person that “owns” the vacancy. It is usually the direct supervisor of the role, but not always. In large organisations with a matrix structure, it can also be the functional manager, or the responsibility may be shared between the direct and functional supervisor. For simplicity, I’ll use the term “hiring manager” in the singular, although in complex organizations it may refer to a group of individuals involved in the hiring process.

The hiring manager is usually the person that initiates hiring for that particular role. He also defines the job requirements and remuneration package (within the compensation guidelines of their company, if it has any), reads resumes of shortlisted candidates, interviews them, and makes the final selection (or at least has a great say in all these things).

When a hiring manager opens a vacancy, remember that it is because he has a problem — too much workload, someone quitting unexpectedly, new requirements from their customers or bosses for which they don’t have the necessary skills in the team — or even something completely different. The hiring manager is then looking for only one thing: someone who will help him solve his problem. 

Therefore, it is important that you ask the right questions in the interview to figure out maximum information about the job and the company in order to position yourself as the best fit.

Read more here: What to Ask in a Job Interview to Land the Job

It goes without saying that having a strong professional network — ideally one that includes someone who personally knows the hiring manager for the role you’re applying to — is incredibly valuable.

Read more here: The Power of Networking

You might also consider contacting the hiring manager directly — but be aware of a few important caveats. Read more here: Should You Reach to the Hiring Manager Directly?

HR Department

The term “HR Department” can be a bit too broad, as it typically encompasses multiple functions — often including internal recruiters. Since HR structures vary widely across organizations, we won’t delve into those differences here. For simplicity, let’s use “HR Department” to refer to all HR-related functions except recruitment.

In the offering stage, the HR Department will usually prepare the offer package based on the company’s compensation policy, whilst looking after external and internal equity. That means ensuring that the offer is in line with what the market pays, as well as what other employees of the company get who work in the same or similar jobs at the same level. Sometimes there will be internal disputes between HR and the hiring manager regarding the amount with the hiring manager either trying to push it higher (in case they are desperate to fill the vacancy) or lower (in case they are desperate to lower their personnel cost) which may lead to delays or even misunderstandings — e.g. the hiring manager will make certain indication regarding the offer during the interview, but the actual offer you receive will be different and you may be wondering why. In any case, don’t get dragged into their internal disputes as that could potentially backfire. Let them sort it out first and then negotiate

Later, the HR Department will solicit your personal documentation from you in order to complete your employment contract and process your onboarding. Make sure you respond to their messages swiftly and provide all the requested documentation on time in order not to delay your onboarding. Starting to work without having all the paperwork sorted out can have unwanted legal consequences for both sides.

Read more here: Secure a Higher Pay: How to Negotiate Your Job Offer

Career Coaches

A career coach is someone who helps you figure out your next steps professionally — whether you’re job hunting, changing careers, or just feeling stuck. They work with you to clarify your strengths, set goals, improve your resume and LinkedIn profile, prep for interviews, and build confidence. They’re part strategist, part motivator, and part accountability partner. For job seekers, a career coach can make the process less overwhelming and more focused, helping you move faster and smarter toward the kind of work you really want.

People at many different stages can benefit from a career coach, but those who tend to gain the most include:

  •  Professionals changing careers or re-entering the workforce: If you’re pivoting into a new industry or role, or you’re struggling to re-enter the workforce, a coach can help you reframe your experience, identify transferable skills, and build a strategy to break in.
  •  Recent graduates or early-career professionals: Those just starting out often need help clarifying their direction, building confidence, and learning how to navigate the job market effectively.
  •  Mid-career professionals feeling stuck: If you’re feeling unfulfilled, burned out, or unsure what’s next, a coach can help you rediscover your strengths, set new goals, and explore fresh possibilities.
  •  Ambitious professionals aiming for growth: If you’re ready to level up — whether that’s a promotion, leadership role, or a more meaningful job — a coach can help you sharpen your personal brand, communication, and strategy.
  •  Job seekers facing permanent rejections: If your applications aren’t landing interviews for months, a coach can help diagnose what’s not working and rebuild your confidence and approach.

In short: anyone who wants clarity, momentum, and a smarter plan for their career can benefit from working with a career coach — but those navigating change or uncertainty often see the biggest impact.

Summary

The recruitment process looks very different depending on which side of the table you’re on. Understanding who is who, how they think, what they prioritize, and how decisions are made can give you a strategic edge. The more insight you have into the company’s perspective, the better you can tailor your approach, anticipate expectations, and ultimately improve your chances of landing the role.

Good luck!

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Do you need my personal assistance? Simply send me your resume and a link to your LinkedIn profile at vaclav@getyourdreamjob.co and I will come back to you!

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