Recruitment Coordinator

We are seeking a highly organised and proactive Recruitment Coordinator to support the smooth operation of recruitment globally.

This role will be responsible for coordinating recruitment processes from requisition creation through offer acceptance, ensuring data accuracy, process compliance, and an exceptional candidate experience.

The successful candidate will play a critical role in reducing administrative workload within the Talent Acquisition function by managing recruitment administration, documentation, scheduling, ATS maintenance, offer generation, reporting, and process coordination.
Key Responsibilities: 

Recruitment Coordination & ATS Administration  

• Create and manage job requisitions in SmartRecruiters and coordinate new and replacement headcount requests.

• Monitor approval workflows, follow up on outstanding approvals, escalate delays where required and support compliance with recruitment governance.

• Upload CVs and supporting documentation and maintain complete, accurate and up-to-date candidate records in the ATS.

• Ensure candidate stages, hiring workflows and recruitment pipelines are correctly maintained within SmartRecruiters.

• Monitor data integrity across recruitment records and support accurate, compliant and audit-ready administration.

• Schedule interviews and assessments across candidates, hiring teams and time zones.

• Coordinate interview logistics, candidate communications and hiring team communications throughout the recruitment process.

• Track interview feedback, follow up on outstanding evaluations and support timely candidate progression.

• Prepare employment offers and supporting documentation using approved templates.

• Coordinate offer approvals, issuance, extensions and acceptance tracking.

• Support onboarding handovers following offer acceptance and ensure recruitment documentation is complete.

• Maintain recruitment templates, candidate communication templates and supporting recruitment documentation.

• Support the automation and continuous improvement of recruitment templates, workflows and administrative processes.

• Identify administrative bottlenecks and support practical process improvements.

• Maintain recruitment process documentation, standard operating procedures and best-practice guidance.

• Support agency administration, invoice tracking and recruitment document management.

In line with business needs, the role may also provide support with:

• Additional recruitment projects and hiring initiatives.

• Other related coordination requirements in line with business needs.

Essential: 

• Experience in recruitment coordination, Talent Acquisition or HR administration, office administration, or a comparable coordination role.

• Experience using an Applicant Tracking System. SmartRecruiters experience would be an advantage.

• Strong organisation, prioritisation and stakeholder coordination skills.

• High attention to detail and a strong commitment to data accuracy.

• Professional written and verbal communication skills in English.

• Confidence using Microsoft Outlook, Teams, Word and Excel.

• A proactive, service-oriented approach with appropriate discretion.

Desirable: 

• Experience supporting recruitment in a fast-paced or international environment.

• Experience with interview scheduling, offer administration and employee onboarding.

• An interest in recruitment operations, process improvement and workflow automation.

Measures of Success: 

• Accurate and timely recruitment administration and ATS records.

• Efficient requisition approvals, interview coordination and offer administration.

• Professional and responsive candidate and stakeholder communication.

• Consistent process documentation and administrative compliance.

• Practical improvements that reduce manual work and administrative bottlenecks.