Talent Acquisition Coordinator Job at SmartRecruiters

Talent Acquisition Coordinator

SmartRecruiters

Location:
Poland

Category:
Human Resources

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We are seeking a highly organised and detail focused Talent Acquisition Coordinator to support a small, fast paced team of in-house recruiters. This role plays a key part in delivering a smooth, professional, and positive experience for both candidates and hiring managers, while ensuring all recruitment activity is accurately tracked and efficiently managed. The successful candidate will have a strong eye for detail and thrive in a dynamic, high volume environment. You will be comfortable managing multiple priorities at once, staying organised under pressure, and adapting to changing demands. The role involves working with stakeholders across multiple time zones and requires flexibility in working hours when needed. You will work closely with Talent Acquisition Partners, hiring managers, the People team, and Finance to keep hiring processes running smoothly and to maintain a high standard of operational excellence across the full recruitment lifecycle.

Job Responsibility:

Schedule interviews, meetings, and assessments between candidates, recruiters, and hiring teams across multiple time zones where required
Act as a point of contact for candidates, providing timely updates, clear instructions, and a professional, engaging experience throughout the hiring process
Send interview confirmations, reminders, and feedback requests, ensuring all stakeholders are prepared and informed
Maintain accurate, up to date candidate records in the Applicant Tracking System, ensuring all stages, notes, and outcomes are correctly logged
Support Talent Acquisition Partners with job posting administration, candidate pipeline management, and data quality within the ATS
Monitor application flow and ensure no candidates are missed, delayed, or left without communication
Using approved templates, prepare offer letters and employment contracts and issue them via DocuSign, tracking signatures and completion
Coordinate pre-employment checks such as right to work, references, and background screening, working closely with the People team and external providers where applicable
Ensure all required onboarding information and documentation is collected and provided to the People Operations team
Support the People Operations team to ensure new starters are set up for a smooth first day, including system access and equipment requests through FreshService or similar tools
Work closely with Talent Acquisition, People Operations, Payroll, Finance, and hiring managers to ensure offers, approvals, and start dates are aligned and processed correctly
Provide regular updates to recruiters and hiring managers on candidate status, upcoming interviews, and outstanding actions
Participate in team meetings and, identify bottlenecks and contribute ideas for improving efficiency, candidate experience, and hiring processes

Requirements:

Proven experience in a coordination, operations, or administrative role within Talent Acquisition, HR, or a fast-paced corporate environment
Experience working with an HRIS, ideally HiBob or similar
Experience using FreshService or another IT service management system to support onboarding and equipment requests
Experience working with an Applicant Tracking System, preferably SmartRecruiters
Highly organised with strong attention to detail and the ability to manage multiple priorities at once
Confident communicator with strong written and verbal English skills at B2 level or above
Comfortable working with confidential and sensitive employee and candidate information
Proficient in Google Workspace, including Docs, Sheets, Calendar, and Gmail

What we offer:

Remote-friendly culture
Competitive salaries
Strong internal mobility
Meaningful growth opportunities
Environment built on respect and empowerment

Additional Information:

Job Posted:
January 15, 2026

Employment Type:

Fulltime

Work Type:

Remote work

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