Recruiting Operations Coordinator

Triwill Group; Australia; On-site; AUD 60,000 - 85,000; Full time

Job summary

ACTAI is seeking a Recruiting Operations Coordinator to scale hiring across functions and markets. You will coordinate interviews, manage candidate communication, and keep ATS data clean.

This hands-on role rewards clear process, attention to detail, and the ability to juggle multiple priorities. You will contribute to hiring reports and improve candidate experience.

Qualifications

• Experience in recruiting coordination, talent acquisition, operations, or admin support.
• Strong organisational and project management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Comfortable working with ATS platforms and spreadsheets.

Responsibilities

• Coordinate interviews across candidates, interviewers, and hiring teams.
• Manage candidate communication throughout the hiring process.
• Maintain ATS data quality, workflows, and hiring records.
• Track hiring pipelines and ensure timely follow-ups.
• Support recruiter and hiring manager operations.
• Prepare hiring reports, summaries, and recruiting metrics.
• Identify process bottlenecks and recommend improvements.
• Help maintain a high-quality candidate experience.

Skills

Interview coordination

ATS platforms

Organisational skills

Communication skills

Multi-tasking

Tools

ATS platforms

Job description

Description: ABOUT ACTAI

There are over 5 billion users using basic applications today such email, notes, tasks, calendar and they're not AI-native. Our mission is to build proactive applications for anyone in the world, who are not used to complex prompting. We aim to bring intelligence to conversations, errands, organising and workflows, with minimal prompting.

Our product focuses on achieving high reliability for long-running workflows, persistent context, and real-world task completion. We believe products will greatly reduce hallucinations.

Our objective is to organise anyone's life, allowing us all to spend time on valuable and meaningful things.

ABOUT THE ROLE

We are looking for a Recruiting Operations Coordinator to help scale our hiring.

You will be responsible for keeping hiring operations running efficiently across multiple functions and markets. This includes interview coordination, ATS management, candidate communication, reporting, recruiter support, and maintaining high-quality hiring processes.

This role is ideal for someone who enjoys bringing structure to fast-moving environments and takes pride in execution and attention to detail.

WHAT YOU WILL BE DOING

• Coordinate interviews across candidates, interviewers, and hiring teams.
• Manage candidate communication throughout the hiring process.
• Maintain ATS data quality, workflows, and hiring records.
• Track hiring pipelines and ensure timely follow-ups.
• Support recruiter and hiring manager operations.
• Prepare hiring reports, summaries, and recruiting metrics.
• Identify process bottlenecks and recommend improvements.
• Help maintain a high-quality candidate experience.

WHAT YOU WILL NEED

• Experience in recruiting coordination, talent acquisition, operations, or administrative support.
• Strong organisational and project management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Comfortable working with ATS platforms and spreadsheets.
• High ownership and willingness to take initiative.

HOW WE WORK

The best products in the world are built by small, highly capable teams.

We operate with high talent density, high ownership and high standards. We value people who can think independently, move quickly and solve problems without waiting for instructions.

This is a hands-on environment. Everyone is expected to contribute directly to the company's success.

INTERVIEW PROCESS

If there appears to be a fit, we will schedule up to 3 interviews.

Applications are reviewed by members of our hiring teams. Interviews may be conducted virtually or onsite.

We value speed, transparency and decisiveness throughout the process.