Talent Acquisition Operations Specialist

Job description

Job Title Talent Operations Executive Location Mumbai Team Talent Acquisition About the Role We are looking for a detail-oriented and highly organized Talent Operations & Pre-Onboarding Specialist to manage end-to-end recruitment operations, candidate pre-onboarding, and interview coordination. This role is critical in ensuring a seamless candidate experience from application to Day 1, while maintaining strong governance, data accuracy, and stakeholder communication. This position is a replacement hire as part of team continuity. Key Responsibilities 1. Application & Candidate Screening Operations Own and manage the Apply Mailbox, ensuring 100% review of all incoming applications. Conduct initial due diligence to assess candidate relevance. Share suitable profiles with recruiters or move them into the talent pool with proper tagging and documentation. Ensure no candidate application is missed or left unattended. 2. Interview Coordination & Tracking Coordinate and schedule all interviews across roles and panels. Ensure daily tracking of all interviews scheduled. Best practice: Review the interview schedule every morning. Send gentle reminders to candidates and panelists with time, role name, and interview details. If an interview does not take place, proactively reschedule based on candidate and panelist availability. Share a daily interview summary sheet (next day) capturing: Candidate name Role Interview stage Panelist feedback Current status Follow up with panelists if feedback is not shared within defined timelines. 3. Pre-Onboarding & Joining Confidence Management (JCS) Own the entire pre-onboarding process for all offered candidates. Track candidates marked as Offered on TA-MIS and ensure accurate data transfer to: Joining Confidence Sheet Connects Date sub-sheet Conduct Joining Confidence Scoring using pre-scripted questions. Flag candidates immediately if: Joining Confidence Score drops below 100 Escalate to Recruiter & relevant stakeholder Maintain real-time status and accuracy across all tracking sheets. 4. Stakeholder Connects & Candidate Engagement Coordinate connects with: Hiring Manager (HM) Head of Department (HOD) HRBP Schedule calls and, where required, coordinate office visits / office tours. Ensure high-touch engagement to reduce drop-offs and increase joining confidence. 5. Documentation & Compliance Tracking Track and ensure timely submission of all required documents, including: Banking details PIF Other onboarding documentation Follow up proactively with candidates for missing or incorrect documents. 6. Asset & Joining Day Readiness Raise asset requests via Slack form at least one week prior to the candidate’s joining date. One day before joining: Connect with candidates to confirm: Office address Reporting time (9:30 AM on orientation day) Support joining-day readiness: Candidate communication Coordination with internal teams (Future scope) Support joining-day initiatives such as welcome lunch with team buddy. Skills & Competencies Strong attention to detail and follow-through High ownership mindset and accountability Excellent coordination and stakeholder management skills Ability to manage multiple trackers, sheets, and processes without errors Clear written and verbal communication Strong candidate experience orientation Comfortable working with TA-MIS, Google Sheets / Excel, Slack, and calendars Experience & Background 1–4 years of experience in: Talent Acquisition Operations Recruitment Coordination HR Operations or Pre-Onboarding Prior experience managing interview logistics and onboarding processes is preferred. Success in This Role Looks Like Zero missed applications or interviews High joining confidence and reduced offer drop-offs Accurate, real-time tracking across all sheets and systems Smooth candidate experience from offer to Day 1 Strong trust and reliability with recruiters and business stakeholders