Summary:
The Recruitment Coordinator will provide operational support to the Human Capital team with a primary focus on interview scheduling, candidate coordination, and accurate data management in the Applicant Tracking System (ATS). This role will also play a key part in an ATS implementation project by assisting with data cleansing, migration activities, and user readiness to ensure a smooth transition to the new platform.

Key Responsibilities

Recruitment coordination and scheduling

Coordinate high‑volume interview scheduling (phone, video, and onsite) across multiple time zones, as well as reference calls scheduling, ensuring accurate and timely calendar invites for candidates and interviewers.
Manage all interview logistics, including confirmations, reschedules, cancellations, and room / video‑conferencing bookings.
Serve as the primary point of contact for candidates regarding interview details, directions, and queries, delivering professional and positive candidate experience.
Partner closely with Recruiters and Hiring Managers to understand scheduling priorities and resolve clashes or last‑minute changes quickly.
Maintain accurate and up‑to‑date interview and candidate records in the ATS, ensuring data integrity and compliance with internal policies.

ATS data management and migration project

Support the ATS project team in preparing data for migration by reviewing, cleansing, and standardizing existing candidate and requisition records (e.g. removing duplicates, updating missing fields, closing old requisitions).
Assist with mapping data fields from the legacy ATS to the new ATS, validating that information is accurately transferred and appropriately categorized.
Run basic reports or extracts from the current ATS to support migration planning and validation activities.
Participate in migration testing (e.g. spot‑checking sample records, validating workflows, and flagging issues to the project team).
Help document simple user guides / job aids for recruiters and hiring managers on new ATS processes where required.
Provide day‑to‑day ATS support during and post‑go‑live (e.g. troubleshooting basic user issues, correcting data errors, routing queries to the project or vendor team).

General Talent Acquisition support

Post job advertisements in the ATS and on agreed external channels in line with internal approval processes.
Assist with offer and pre‑employment administration such as preparing offer documents, initiating background checks, and tracking completion in the ATS.
Generate reports on headcount, recruiting metrics and status reports (e.g. time‑to‑hire, pipeline status, interview volumes) as requested
Proactively identify opportunities to streamline scheduling and administrative processes to improve recruiter and candidate experience.

Requirements

Education and experience

Degree in Human Resources, Business Administration or related field, or equivalent experience.
1–3 years’ experience in recruitment coordination, HR coordination, or similar role, preferably in a regional or high‑volume environment.
Hands‑on experience with at least one ATS and calendar tools (e.g. Outlook); exposure to ATS implementation or data migration projects is an advantage.

Skills and competencies

Strong organization and time‑management skills with the ability to manage competing scheduling priorities and high volumes.
Excellent verbal and written communication skills, with a customer‑service mindset towards candidates and stakeholders.
High attention to detail and accuracy when handling candidate data, reports, and system updates.
Comfortable working with spreadsheets and HR systems, including basic data validation and reporting.
Ability to work independently, handle confidential information with discretion, and collaborate effectively in a team environment.

Recruitment Coordinator (12 Month Contract), Hong Kong

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