Talent Acquisition Coordinator

We are seeking a highly organised and detail focused Talent Acquisition Coordinator to support a small, fast paced team of in-house recruiters. This role plays a key part in delivering a smooth, professional, and positive experience for both candidates and hiring managers, while ensuring all recruitment activity is accurately tracked and efficiently managed.

The successful candidate will have a strong eye for detail and thrive in a dynamic, high volume environment. You will be comfortable managing multiple priorities at once, staying organised under pressure, and adapting to changing demands. The role involves working with stakeholders across multiple time zones and requires flexibility in working hours when needed.

You will work closely with Talent Acquisition Partners, hiring managers, the People team, and Finance to keep hiring processes running smoothly and to maintain a high standard of operational excellence across the full recruitment lifecycle.

Key responsibilities

Candidate coordination and experience

• Schedule interviews, meetings, and assessments between candidates, recruiters, and hiring teams across multiple time zones where required.
   

• Act as a point of contact for candidates, providing timely updates, clear instructions, and a professional, engaging experience throughout the hiring process.
   

• Send interview confirmations, reminders, and feedback requests, ensuring all stakeholders are prepared and informed.
   

Recruitment administration and ATS management

• Maintain accurate, up to date candidate records in the Applicant Tracking System, ensuring all stages, notes, and outcomes are correctly logged.
   

• Support Talent Acquisition Partners with job posting administration, candidate pipeline management, and data quality within the ATS.
   

• Monitor application flow and ensure no candidates are missed, delayed, or left without communication.
   

Offer, pre-employment, and onboarding support

• Using approved templates, prepare offer letters and employment contracts and issue them via DocuSign, tracking signatures and completion.
   

• Coordinate pre-employment checks such as right to work, references, and background screening, working closely with the People team and external providers where applicable.
   

• Ensure all required onboarding information and documentation is collected and provided to the People Operations team. 

• Support the People Operations team to ensure new starters are set up for a smooth first day, including system access and equipment requests through FreshService or similar tools.
   

Stakeholder collaboration

• Work closely with Talent Acquisition, People Operations, Payroll, Finance, and hiring managers to ensure offers, approvals, and start dates are aligned and processed correctly.
   

• Provide regular updates to recruiters and hiring managers on candidate status, upcoming interviews, and outstanding actions.
   

• Participate in team meetings and, identify bottlenecks and contribute ideas for improving efficiency, candidate experience, and hiring processes.

SmartRecruiters is the Recruiting AI Company that transforms hiring for the world’s leading enterprises. Built for global scale, SmartRecruiters, an SAP company, delivers an AI-powered hiring platform that automates and optimizes the entire talent acquisition process, ensuring faster and smarter hiring decisions. More than 4,000 companies, including Amazon, Visa, and McDonald's, rely on SmartRecruiters to build winning teams. In 2025, SmartRecruiters joined SAP, the global leader in enterprise applications. Together, SmartRecruiters and SAP are accelerating the reinvention of hiring by combining cutting-edge AI innovation with the scale, reach, and resources of SAP’s ecosystem.

At SmartRecruiters, we are a values-driven, globally focused tech company with strong financial backing and a bold vision for the future of work. We commit and dig deep, embracing challenges with grit, curiosity, and a drive for excellence. We foster a collaborative and inclusive work environment, where trust and determination bring us together. Because together, we will win.

Recognized by Fosway Industry Analysts as a strategic leader in recruitment technology for three consecutive years, and awarded by Comparably as a top company for Women, Perks and Benefits, Work-Life Balance, Happiness, Compensation, Diversity, and Culture - we take pride in creating a place where everyone can thrive. Our remote-friendly culture, competitive salaries, and strong internal mobility ensure that high performers have meaningful growth opportunities in an environment built on respect and empowerment.

This position suits someone who thrives in a remote environment and can stay focused, organised, and accountable without day to day oversight.

Required experience and skills

• Proven experience in a coordination, operations, or administrative role within Talent Acquisition, HR, or a fast-paced corporate environment.
   

• Experience working with an HRIS, ideally HiBob or similar.
   

• Experience using FreshService or another IT service management system to support onboarding and equipment requests.
   

• Experience working with an Applicant Tracking System, preferably SmartRecruiters.
   

• Highly organised with strong attention to detail and the ability to manage multiple priorities at once.
   

• Confident communicator with strong written and verbal English skills at B2 level or above.
   

• Comfortable working with confidential and sensitive employee and candidate information.
   

• Proficient in Google Workspace, including Docs, Sheets, Calendar, and Gmail.

What we offer

• The opportunity to be part of a growing, commercial software business with a strong culture and modern approach to hiring.
   

• Exposure to the full end-to-end recruitment lifecycle in an in-house environment.
   

• A collaborative People and Talent team that values team-work, high quality work, and exceptional candidate experience.

SmartRecruiters strives to offer equitable and engaging compensation to our employees across the globe as we always seek to attract, motivate, and retain the right talent. We utilise a data-driven approach in order to remove biases in our decisions.