Recruitment & Documentation Coordinator — ( International Healthcare/Placements )

Aarna Systems Pvt Ltd.; Maharashtra; Hybrid; INR 420,000 - 620,000; Full time

Job summary

Aarna Systems Pvt Ltd. in India seeks a Recruitment & Documentation Coordinator for international healthcare placements.

You will manage candidate case files and support end-to-end recruitment for professionals relocating to overseas roles, ensuring accurate and timely documentation across visa and registration processes. You will interact with candidates in the UK and Australia via phone, WhatsApp, and email, coordinating across time zones and maintaining strict data privacy and compliance

Qualifications

• Bachelor's degree in any discipline; strong documentation and administrative ability.
• Minimum 2 years of experience in visa/immigration documentation, credentialing, or recruitment coordination.
• Experience communicating with international candidates or clients (UK/Australia) via phone, WhatsApp, or email preferred.
• Able to manage multiple files, ensure accuracy, and follow multi-step compliance processes.

Responsibilities

• Support candidate pre-qualification by collecting and verifying qualifications, registration status, and relocation timelines.
• Communicate with UK/Australia candidates via phone, WhatsApp, and email to gather information and guide through stages.
• Collect, review, and organize candidate documentation: CVs, certificates, references, and registrations.
• Track candidates through multi-step registration and compliance pathways; ensure documents are complete and on schedule.
• Follow up to request outstanding documents and provide status updates across time zones.

Skills

Detail-oriented

Organizational skills

Time management

English communication

CRM familiarity

Independent worker

Education

Bachelor's degree

Commerce/Business background

Tools

CRM/ATS platforms

Google Workspace

Microsoft Office

WhatsApp Business

Job description

Recruitment & Documentation Coordinator — (International Healthcare Placements)

Location: India (Remote/Hybrid)

Employment Type: Full-Time

Experience: 2+ Years

Industry: Healthcare Staffing / International Recruitment

About The Role

We are hiring a detail-driven Recruitment & Documentation Coordinator to manage candidate case files and support the end-to-end recruitment process for international healthcare professionals relocating for overseas job opportunities. This role is central to ensuring every candidate's registration, compliance, and placement documentation is accurate, complete, and progressed on time — from initial candidate engagement through to final placement.

This position involves regular interaction with candidates based in the UK and Australia via phone, WhatsApp, and email, and is best suited to candidates with a strong background in documentation, compliance, or case coordination — such as visa processing, immigration documentation, credentialing, or administrative operations — combined with the confidence to communicate professionally with international candidates across different time zones.

Key Responsibilities

• Support candidate pre-qualification by collecting and verifying key information — qualifications, registration status, employment background, and relocation timelines — before candidates proceed to the next stage of the process.
• Communicate directly with candidates based in the UK and Australia through phone calls, WhatsApp, and email to build rapport, gather information, and guide them through each stage of the process.
• Collect, review, and organize candidate documentation, including CVs, identification qualification certificates, references, and professional registration records.
• Manage and track candidates through multi-step registration and compliance pathways, ensuring every required document, submission, and approval is completed accurately and on schedule.
• Proactively follow up with candidates via phone, WhatsApp, and email to request outstanding documents, provide status updates, and keep them engaged and informed throughout a multi-month process.
• Adjust working hours and communication timing appropriately to reach UK and Australian candidates during suitable local hours for calls and scheduled discussions.
• Prepare and maintain accurate contract and offer-related documentation, including personal details, fee structures, durations, and start dates, with a strong focus on accuracy and double-checking.
• Support the candidate-to-client matching process by preparing candidate profiles and documentation packs in the required format for submission.
• Maintain detailed, up-to-date candidate records and pipeline status in the CRM/tracking system used by the team, including logs of all phone, WhatsApp, and email communication.
• Build and maintain checklists and trackers to monitor each candidate's progress through the recruitment and documentation life cycle.
• Track and report on key metrics, including response times, document turnaround, and pipeline progression, on a weekly basis.
• Identify opportunities to improve or automate repetitive documentation and follow-up processes.
• Maintain strict confidentiality and handle all candidate information in line with data privacy standards.

Required Qualifications And Experience

Bachelor's degree in any discipline from a recognized university. Graduates with a background in Commerce, Business Administration, Human Resources, or Arts are all well-suited to this role; there is no requirement for a specific stream, provided the candidate demonstrates strong documentation and administrative ability.

Minimum of 2 years of relevant experience in one or more of the following areas:

• Visa or immigration documentation and processing
• Credentialing, registration, or compliance coordination (healthcare or other regulated industries)
• Recruitment coordination, onboarding, or HR operations with a strong documentation component
• Back-office operations, compliance, or administrative roles involving document verification and case tracking
• Prior experience communicating with international candidates or clients — particularly in the UK and/or Australian markets — via phone, WhatsApp, or email is highly preferred.
• Freshers with exceptional organizational skills and a strong academic record may also be considered for a trainee-track entry into this role, subject to demonstrated aptitude during the hiring process.

Required Skills

• Excellent attention to detail and accuracy, particularly when handling compliance-related and financial documentation.
• Strong organizational and time-management skills, with the ability to manage multiple candidate files simultaneously.
• Clear, professional verbal and written communication skills in English, with the confidence to engage UK and Australian candidates over phone calls, WhatsApp, and email.
• Comfortable using CRM/ATS platforms, Google Workspace or Microsoft Office, WhatsApp Business, and other digital coordination tools.
• Customer-service mindset with the persistence to follow up consistently without being pushy.
• Ability to work independently, take ownership of tasks, and proactively flag issues before they become problems.
• Comfortable working across different time zones to accommodate UK and Australian candidate availability for calls and follow-ups.
• Basic data management skills, including maintaining spreadsheets, trackers, and dashboards.

Preferred (Good To Have)

• Prior exposure to healthcare, medical, or professional registration and licensing processes.
• Experience working with international candidates or clients, particularly in the UK, Australia, Middle East, or similar markets.
• Familiarity with recruitment or case management software/CRM tools.
• Exposure to workflow automation tools.

What We Offer

• A stable, full-time role with genuine ownership of candidate case management from start to finish.
• Exposure to international recruitment and healthcare compliance processes, with direct candidate interaction across the UK and Australia.
• Structured training and a defined growth path within the organization.
• A collaborative, process-driven work environment focused on accuracy and candidate experience.