Recruitment & Documentation Coordinator — ( International Healthcare/Placements )

Aarna Systems Pvt Ltd; Pune District; Hybrid; INR 400,000 - 500,000; Full time

Benefits offered by this job

Ownership of case management

International recruitment exposure

Structured training & growth

Collaborative environment

Job summary

Recooty is seeking a detail-driven Recruitment & Documentation Coordinator to manage candidate case files for international healthcare placements. You will oversee end-to-end processes from pre-qualification to final placement, coordinating with UK and Australian candidates by phone, WhatsApp and email.

This role requires strong documentation, compliance, and calibration with global timelines. You will maintain CRM records, prepare contracts and offer documents, and track progress to ensure

Qualifications

• Bachelor's degree or higher in any field with strong documentation/administrative ability.
• 2+ years of relevant experience in visa/immigration documentation, credentialing, or recruitment coordination.
• Freshers with exceptional organizational skills may be considered for trainee-track entry.

Responsibilities

• Support candidate pre-qualification by collecting and verifying key information before progression.
• Communicate with UK/Australian candidates via phone, WhatsApp and email to build rapport and guide through stages.
• Collect, review and organize candidate documentation (CVs, IDs, certificates, references).
• Manage and track candidates through multi-step registration and compliance pathways to ensure timely progress.
• Follow up with candidates to request outstanding documents and provide status updates.

Skills

Attention to detail

Organizational skills

English communication

Independent worker

Time zone coordination

Data management

Education

Bachelor's degree

Tools

CRM/ATS platforms

Google Workspace

Microsoft Office

WhatsApp Business

Job description

Recruitment&DocumentationCoordinator— (InternationalHealthcarePlacements)

Location:India(Remote/Hybrid)
EmploymentType:Full-Time
Experience:2+Years
Industry:HealthcareStaffing/InternationalRecruitment

AbouttheRole

Wearehiringadetail-drivenRecruitment&DocumentationCoordinatortomanagecandidatecase

filesandsupporttheend-to-endrecruitmentprocessforinternationalhealthcareprofessionals

relocatingforoverseasjobopportunities.Thisroleiscentraltoensuringeverycandidate's

registration,compliance,andplacementdocumentationisaccurate,complete,andprogressedon

time—frominitialcandidateengagementthroughtofinalplacement.

ThispositioninvolvesregularinteractionwithcandidatesbasedintheUKandAustraliaviaphone,

WhatsApp,andemail,andisbestsuitedtocandidateswithastrongbackgroundindocumentation,

compliance,orcasecoordination—suchasvisaprocessing,immigrationdocumentation,

credentialing,oradministrativeoperations—combinedwiththeconfidencetocommunicate

professionallywithinternationalcandidatesacrossdifferenttimezones.

KeyResponsibilities

• Supportcandidatepre-qualificationbycollectingandverifyingkeyinformation—
  qualifications,registrationstatus,employmentbackground,andrelocationtimelines—before
  candidatesproceedtothenextstageoftheprocess.
• CommunicatedirectlywithcandidatesbasedintheUKandAustraliathroughphonecalls,
  WhatsApp,andemailtobuildrapport,gatherinformation,andguidethemthrougheachstage
  oftheprocess.
• Collect,review,andorganizecandidatedocumentation,includingCVs,identification,
  qualificationcertificates,references,andprofessionalregistrationrecords.
• Manageandtrackcandidatesthroughmulti-stepregistrationandcompliancepathways,
  ensuringeveryrequireddocument,submission,andapprovaliscompletedaccuratelyandon
  schedule.
• Proactivelyfollowupwithcandidatesviaphone,WhatsApp,andemailtorequestoutstanding
  documents,providestatusupdates,andkeepthemengagedandinformedthroughoutamulti-
  monthprocess.
• AdjustworkinghoursandcommunicationtimingappropriatelytoreachUKandAustralian
  candidatesduringsuitablelocalhoursforcallsandscheduleddiscussions.
• Prepareandmaintainaccuratecontractandoffer-relateddocumentation,includingpersonal
  details,feestructures,durations,andstartdates,withastrongfocusonaccuracyanddouble-
  checking.
• Supportthecandidate-to-clientmatchingprocessbypreparingcandidateprofilesand
  documentationpacksintherequiredformatforsubmission.
• Maintaindetailed,up-to-datecandidaterecordsandpipelinestatusintheCRM/tracking
  systemusedbytheteam,includinglogsofallphone,WhatsApp,andemailcommunication.
• Buildandmaintainchecklistsandtrackerstomonitoreachcandidate'sprogressthroughthe
  recruitmentanddocumentationlifecycle.
• Trackandreportonkeymetrics,includingresponsetimes,documentturnaround,and
  pipelineprogression,onaweeklybasis.
• Identifyopportunitiestoimproveorautomaterepetitivedocumentationandfollow-up
  processes.
• Maintainstrictconfidentialityandhandleallcandidateinformationinlinewithdataprivacy
  standards.

RequiredQualificationsandExperience

• Bachelor'sdegreeinanydisciplinefromarecognizeduniversity.Graduateswithabackground
  inCommerce,BusinessAdministration,HumanResources,orArtsareallwell-suitedtothis
  role;thereisnorequirementforaspecificstream,providedthecandidatedemonstratesstrong
  documentationandadministrativeability.
• Minimumof2yearsofrelevantexperienceinoneormoreofthefollowingareas:
  Visaorimmigrationdocumentationandprocessing
  Credentialing,registration,orcompliancecoordination(healthcareorotherregulated
  industries)
  Recruitmentcoordination,onboarding,orHRoperationswithastrongdocumentation
  component
  Back-officeoperations,compliance,oradministrativerolesinvolvingdocument
  verificationandcasetracking
  Priorexperiencecommunicatingwithinternationalcandidatesorclients—particularlyinthe
  UKand/orAustralianmarkets—viaphone,WhatsApp,oremailishighlypreferred.
• Fresherswithexceptionalorganizationalskillsandastrongacademicrecordmayalsobe
  consideredforatrainee-trackentryintothisrole,subjecttodemonstratedaptitudeduringthe hiringprocess.

RequiredSkills

• Excellentattentiontodetailandaccuracy,particularlywhenhandlingcompliance-relatedand
  financialdocumentation.
• Strongorganizationalandtime-managementskills,withtheabilitytomanagemultiple
  candidatefilessimultaneously.
• Clear,professionalverbalandwrittencommunicationskillsinEnglish,withtheconfidenceto engageUKandAustraliancandidatesoverphonecalls,WhatsApp,andemail.
• ComfortableusingCRM/ATSplatforms,GoogleWorkspaceorMicrosoftOffice,WhatsApp Business,andotherdigitalcoordinationtools.
• Customer-servicemindsetwiththepersistencetofollowupconsistentlywithoutbeingpushy.
• Abilitytoworkindependently,takeownershipoftasks,andproactivelyflagissuesbeforethey becomeproblems.
• ComfortableworkingacrossdifferenttimezonestoaccommodateUKandAustralian candidateavailabilityforcallsandfollow-ups.
• Basicdatamanagementskills,includingmaintainingspreadsheets,trackers,anddashboards.

Preferred(GoodtoHave) :

• Priorexposuretohealthcare,medical,orprofessionalregistrationandlicensingprocesses.
• Experienceworkingwithinternationalcandidatesorclients,particularlyintheUK,Australia, MiddleEast,orsimilarmarkets.
• Familiaritywithrecruitmentorcasemanagementsoftware/CRMtools.
• Exposuretoworkflowautomationtools.

WhatWeOffer

• Astable,full-timerolewithgenuineownershipofcandidatecasemanagementfromstartto finish.
• Exposuretointernationalrecruitmentandhealthcarecomplianceprocesses,withdirect candidateinteractionacrosstheUKandAustralia.
• Structuredtrainingandadefinedgrowthpathwithintheorganization.
• Acollaborative,process-drivenworkenvironmentfocusedonaccuracyandcandidate experience.