Recruitment Operations Executive

Role: Recruitment Operations Executive

Experience: 12 Years

Department: Recruitment Support/Operations / Accounts

Key Duties and Responsibilities

1) Client & Account Management

• Assist in preparing proposals, contracts, and supporting documentation for client projects.
• Monitor client feedback and hiring trends and share insights with internal teams to improve service delivery.
• Work collaboratively with Delivery, HR/People Operations, Finance, and Business Operations teams to address client requirements.
• Maintain strict confidentiality of project financials, operational strategies, and sensitive client information.

2) Recruitment Delivery Support

• Understand job requirements and assist in building a strong candidate pipeline.
• Use multiple sourcing methods such as job portals, referrals, social media, and Boolean search techniques.
• Conduct initial candidate screening through emails, job portals, WhatsApp, and video calls.
• Coordinate and schedule client interviews and technical screenings.
• Maintain accurate candidate trackers and ensure timely updates for internal stakeholders.
• Support recruitment closures within defined SLAs and manage multiple open roles efficiently.
• Review contracts and offer documents to ensure compliance with company policies and client agreements.
• Flag any discrepancies in contractual terms and coordinate with HR, Business Operations, or relevant teams for resolution.

3) Onboarding & Post-Recruitment Operations

• Assist in onboarding new hires by ensuring required documentation and compliance procedures are completed.
• Coordinate with finance and HR teams to ensure timely processing of salary, reimbursements, and other approved financial requests.
• Track employee payment timelines and escalate potential delays to the reporting manager.
• Address employee queries related to leave balances, reimbursements, or payroll processes and coordinate with the relevant teams for resolution.
• Support employee engagement and maintain positive employee relations by addressing concerns and escalating risks when required.

4) Reporting, Governance & General Expectations

• Participate in team meetings and support preparation of project updates and operational reports.
• Maintain daily and weekly reports covering open roles, candidate pipeline, contract status, payment tracking, and operational updates.
• Manage administrative tasks effectively in a fast-paced work environment.
• Communicate professionally with internal teams and external stakeholders.
• Ensure compliance with company policies related to confidentiality, data privacy, and documentation standards.

5) Secondary Duties (as Needed)

• Conduct online research to support internal documentation such as geo-wise compliance requirements.
• Assist in building local partner networks for recruitment or payrolling support in international locations where the company does not have a legal presence.
• Support additional operational or administrative requirements aligned with business needs.

6) Financials, Invoicing & Account Handling (Primary Responsibility)

• Support the management of internal accounts and project financials, ensuring timely updates and accuracy.
• Coordinate with Accounts Payable (AP) and Accounts Receivable (AR) teams to ensure timely invoice processing and payments.
• Follow up on invoices and payments in line with contract terms and billing cycles.
• Coordinate with local vendors or partners to gather financial and compliance-related information when required.
• Assist with reconciliation of delivery confirmations (DC), internal delivery confirmations (IDC), purchase orders, and milestone approvals to ensure accurate billing.
• Track receivables, reimbursements, and credit notes; highlight any risks or delays to the reporting manager.
• Maintain organized and auditable records for contracts, invoices, and payments, and support internal or external audits when required.
• Assist in forecasting monthly budgets and tracking overall project expenditures.

Qualifications & Experience

• Bachelor's degree in business administration, Accounting, Communication, or a related field.
• 12 years of experience in account coordination, operations, recruitment support, or similar roles.
• Basic understanding of technology roles and business environments is preferred.
• Strong communication and interpersonal skills with the ability to interact effectively with clients, candidates, and internal teams.
• Good organizational and multitasking abilities with attention to detail.
• Ability to work in a fast-paced environment with multiple priorities.

Skills & Tools

Tools:

Microsoft Word, Excel, and PowerPoint; ATS, CRM, HRIS, e-invoicing tools, timesheet systems, video interview platforms, and collaboration tools such as Microsoft Teams.

Key Skills:

Stakeholder coordination, sourcing support, interview scheduling, contract review assistance, billing coordination, data tracking, reporting, risk identification, confidentiality, and compliance.