Run a US IT desk from an offshore delivery floor

The structural fact of this business is a split. Recruiters and sourcers work from an offshore delivery floor, usually on a shifted schedule to overlap the US day. Account managers and sometimes nobody at all sit in the United States. Between them is a handover that happens every day and that is normally carried by a spreadsheet, a group chat and somebody's memory.

One record removes most of that. A requisition holds the intake detail, the vendor portal it came from, the submittal limit, the deadline and the rate ceiling. Every submittal, call, message and client response is written to it in sequence with the local timestamp of whoever acted. A recruiter starting a shift reads what happened on the previous one rather than asking, and an account manager in a different zone sees the same board without waiting for a status email.

Scheduling, sequences and reminders resolve to the recipient's local time, so a candidate in Texas is contacted during their morning by a recruiter working from Hyderabad, and an interview invitation shows each participant the slot in their own zone.

On most recruitment desks right to work is a yes or no asked late. On a US IT staffing desk it is a primary filter that shapes the entire search, and the classes are not interchangeable: citizenship, permanent residence, an employment authorisation document, a status tied to a sponsoring employer, a student practical-training status, a treaty status, each with its own expiry and its own transfer implications.

The candidate record carries the class, the document, the issue and expiry dates, and whether the status is tied to a named employer. Search treats the class as a facet, so a requisition that will only accept certain classes returns only those candidates from the first query. Expiry raises a reminder well ahead of the date, which matters most for consultants already on assignment where a lapse becomes a client problem and not just a candidate one.

This is document capture, structured storage and reminders. It is not verification and it is not legal advice. Deciding what a requisition can accept, verifying documents and standing behind the decision remain yours; the product makes the data routine and keeps it current.

A submittal to a vendor management system is not an email with a resume attached. It is a specific format: a required resume template, a rate quoted in a stated unit, a set of mandatory fields, sometimes a right-to-work attestation, and a deadline after which the requisition closes to your firm regardless of who you found.

Surhires keeps the submittal as a structured record with the fields the portal expects, and formatted resumes are generated to a per-client template rather than rebuilt in a word processor by whoever is on shift. Deadlines sit on the requisition and raise tasks ahead of time. Submittal limits are tracked so a desk knows it has used two of three slots before it burns the third on a marginal profile.

What the product does not do is submit into a portal on your behalf where no supported integration exists. Where the submission is a manual portal action, the product prepares the package, records that it was sent, and timestamps it so conversion reporting stays accurate. Pretending to automate a portal that has not been integrated would fail silently and cost a requisition, which is worse than doing it by hand.

A consultant on the bench is a person your firm may be paying while they are not billing. The question is not whether they are a good engineer, it is how many days they have been idle, what they can be positioned for immediately, and which open requisitions they are the closest match to today.

Bench consultants sit in a pool with days-idle showing on the record, alongside their skills, their authorisation class, their last billed rate and their previous end clients. New requisitions are matched against the bench before external sourcing runs, which is the same database-first principle that works everywhere else and matters more here because the cost of not doing it is immediate rather than theoretical.

Consultants approaching the end of an assignment appear on the same view before they land on the bench, so redeployment starts while they are still billing. The single number worth watching is average days on bench, and it is computed from the records rather than assembled by hand on a Monday.

The end client sets a bill rate. A managed service provider or prime vendor takes a percentage. An implementation partner may sit between them and you. What reaches your firm is a ceiling, and what reaches the consultant is a pay rate you negotiate underneath it. A recruiter who only sees the rate on the requisition cannot tell whether a placement is worth making.

Placements carry the full chain: end client bill rate where it is known, the intermediary layers and their treatment, the rate available to you, the pay rate agreed with the consultant, the unit and currency of each, and the margin derived from them. Because margin is derived rather than typed, it can be reported by end client, by vendor portal, by recruiter and by skill area.

That reporting is how a firm discovers that a portal producing a large volume of requisitions is producing almost no viable margin, which is a decision about where to point the delivery floor rather than a complaint about recruiters.

High-volume outbound is normal on this desk, and outbound into the United States carries a real compliance surface. We describe capabilities here, not compliance status, and the distinction is deliberate.

The product supports opt-in capture on the candidate record with the date and channel, STOP and unsubscribe keyword handling, suppression lists enforced at send time, and a physical postal address in email footers. Whether a given campaign is lawful depends on how you configure and send it. SMS sending requires your own brand and campaign registration with the carriers; we provide the fields and the sending integration, and the registration is yours.

For AI calling, recording and transcription can be restricted by jurisdiction, a spoken disclosure can be played before recording begins, and per-tenant retention limits apply. States requiring all-party consent are handled by disabling recording rather than by assuming consent. Where an automated tool contributes to an employment decision and a jurisdiction such as New York City brings it into scope, the product records which candidates were scored and exports the data an independent bias audit needs; commissioning that audit and issuing candidate notice remain yours.

On a floor with twenty recruiters working overlapping shifts against the same portals, the same consultant will be found twice. Submitting them twice to the same requisition, or to the same end client through two different prime vendors, damages a supplier relationship in a way that is difficult to repair.

Duplicate detection runs at capture and again at submittal, matching on contact details, resume content and prior submittal history rather than on name alone. The check that matters is not whether the candidate exists in your database, it is whether this candidate has already been presented to this end client, by whom and when. That history sits on the candidate record and the block happens before the submittal goes out.

Surhires is recruitment software. It is not a back-office system: no timesheets, no consultant self-billing, no weekly pay cycles, no reconciliation between what an end client was invoiced and what a consultant was paid. It raises the placement and the first invoice and hands off to QuickBooks or Xero.

It is also not an immigration platform, an HRIS or a background-check provider. Petition tracking, case management and the professional advice around status changes belong elsewhere. What sits here is the recruitment record: the consultant, the authorisation class and its expiry, the requisition, the submittal, the placement and the rate chain.