Talent Operations Coordinator - 12-month FTC

EngineersOfAI; München; Hybrid; EUR 45,000 - 62,000; Full time

Job summary

Helsing is seeking a Talent Operations Coordinator based in Munich to support a fast-moving hiring pipeline. You will schedule high-volume interviews across multiple time zones and coordinate with candidates, interviewers and hiring managers to keep processes smooth.

You will operate Applicant Tracking Systems, maintain real-time data and templates, and partner with Talent Acquisition to identify bottlenecks and improve throughput. Munich office, minimum 3 days per week.

Qualifications

• Experience supporting high-volume talent acquisition operations.
• Ability to coordinate multi-time-zone scheduling with accuracy.
• Proficient in ATS usage to streamline interviews.
• Fluent in German and English.

Responsibilities

• Schedule high-volume interviews across multiple time zones.
• Operate ATS and scheduling tools for virtual and onsite candidates.
• Serve as main contact for candidates and interviewers.
• Maintain real-time data and templates across systems.
• Identify bottlenecks and improve throughput and turnaround.
• Report scheduling speed and pipeline velocity.
• Be based in Munich office, min 3 days per week.

Skills

Scheduling coordination

Talent acquisition

Operational execution

Communication

German and English proficiency

Tools

Applicant Tracking Systems

Job description

Who we are

Helsing is a defence AI company. Our mission is to protect our democracies. We aim to achieve technological leadership, so that open societies can continue to make sovereign decisions and control their ethical standards.

As democracies, we believe we have a special responsibility to be thoughtful about the development and deployment of powerful technologies like AI. We take this responsibility seriously.

We are an ambitious and committed team of engineers, AI specialists and customer-facing programme managers.We are looking for mission-driven people to join our European teams – and apply their skills to solve the most complex and impactful problems. We embrace an open and transparent culture that welcomes healthy debates on the use of technology in defence, its benefits, and its ethical implications.

The role

As a Talent Operations Coordinator based in Munich, you will work closely with the wider Talent Operations team to support the scheduling engine that keeps our hiring pipelines moving at pace. Interviews span multiple time zones, high volumes of candidates, and fast-moving hiring loops, and you will help turn that complexity into a smooth, well-coordinated process. Your work directly shapes the candidate experience and the speed at which specialists join the teams building our technological advantage in defence AI. By bringing precision and structure to high-volume, multi-region scheduling, you will make a tangible and measurable contribution to how quickly and effectively we secure the talent we need.

The day-to-day

• Support high-volume interview scheduling across multiple time zones, working with the wider Talent Operations team to balance candidate, interviewer, and hiring manager availability at pace
• Operate Applicant Tracking Systems and automated scheduling tools to manage complex, fast-moving interview loops for virtual and onsite candidates
• Act as a key point of contact for candidates and interviewers, ensuring rapid response times and a seamless experience
• Maintain accurate, real-time data, documentation, and templates across all internal systems to support quick decision-making
• Partner with Talent Acquisition and Talent Operations colleagues to identify scheduling bottlenecks and implement measurable improvements to throughput and turnaround time
• Contribute to reporting on scheduling speed, pipeline velocity, and interview completion rates to track operational performance
• Be based in our Munich office, minimum 3 days per week

You should apply if you

• Have supported a scaling, high-volume talent acquisition function with a focus on operational execution
• Manage complex, multi-time-zone scheduling with precision, even when priorities shift quickly
• Communicate clearly and can articulate process challenges to propose practical, fast-turnaround solutions
• Use Applicant Tracking Systems proficiently to increase team efficiency and throughput
• Solve problems in the moment to keep fast-paced pipelines moving without losing accuracy
• Are business fluent in German and English, and adapt effectively to a scaling, high-volume environment while maintaining confidentiality

Note: We operate in an industry where women, as well as other minority groups, are systematically under-represented. We encourage you to apply even if you don't meet all the listed qualifications; ability and impact cannot be summarised in a few bullet points.

Nice to Have