TA Operations & Tools Specialist

About the Role

We are looking for a TA Operations & Tools Specialist to support the Talent Acquisition team with recruitment operations, ATS management, offer processing, candidate engagement, reporting, dashboards, and process management.

The role will work closely with recruiters, TA leadership, HR Operations, and other stakeholders to ensure that the recruitment lifecycle is managed efficiently, data is accurate and up to date, and leadership has clear visibility into hiring progress and key metrics.

The ideal candidate will be highly organized, detail-oriented, data-driven, and comfortable working with recruitment technology and multiple stakeholders. This role will play an important part in creating operational efficiency and enabling recruiters to focus on core hiring activities.

Key Responsibilities

ATS & Recruitment Tools

• Manage day-to-day activities and data within the ATS, ensuring candidate and requisition information is accurate and up to date.
• Maintain candidate movement across different stages of the recruitment lifecycle.
• Ensure interview, selection, offer, acceptance, and joining information is accurately captured in the system.
• Support ATS workflows, user updates, data audits, and process compliance.
• Identify opportunities to improve the use of ATS and other recruitment tools.

Offer & Candidate Operations

• Coordinate the offer process in partnership with recruiters, TA leadership, and HR Operations.
• Ensure offer-related information, approvals, compensation details, and candidate documentation are accurately captured and tracked.
• Maintain visibility of offers released, accepted, declined, and pending.
• Manage the candidate journey from selection through offer acceptance and joining handover.
• Support structured candidate engagement through welcome communication, joining reminders, documentation follow-ups, and other relevant touchpoints.
• Proactively flag candidates who may be at risk of offer decline, backout, or delayed joining.

TA Reporting & Dashboards

• Own and publish weekly TA reports and recruitment dashboards.
• Track key metrics including open positions, pipeline, interviews, selections, offers, offer acceptance, declines, backouts, joiners, aging, and hiring progress.
• Maintain accurate trackers and dashboards for leadership and stakeholder reviews.
• Consolidate data from multiple sources and ensure consistency between ATS, trackers, and dashboards.
• Analyze recruitment data and highlight trends, bottlenecks, risks, and areas requiring attention.
• Support the TA leadership team with ad-hoc reports and data analysis as required.

Process & Operations

• Ensure adherence to defined TA processes, SLAs, and recruitment workflows.
• Conduct regular data and process audits to identify gaps and inconsistencies.
• Track pending actions and follow up with relevant stakeholders to ensure timely closure.
• Maintain TA SOPs, templates, trackers, reports, and process documentation.
• Support process improvement and automation initiatives within TA Operations.
• Ensure smooth handover of candidates from TA to HR/Onboarding Operations at the appropriate stage.

Stakeholder Management

• Work closely with recruiters and TA leads to maintain accurate recruitment data and timely candidate movement.
• Coordinate with HR Operations on offers, candidate documentation, onboarding handovers, and joining status.
• Support leadership reviews by providing accurate and timely hiring data.
• Follow up proactively with stakeholders to close data gaps and operational dependencies.

Required Skills & Experience

• 2–4 years of experience in Talent Acquisition Operations, Recruitment Operations, HR Operations, Recruitment Coordination, or a similar role.
• Hands-on experience working with an ATS or recruitment management system.
• Good understanding of the end-to-end recruitment lifecycle.
• Strong experience in MIS, recruitment reporting, dashboards, and data management.
• Strong proficiency in MS Excel / Google Sheets, including Pivot Tables, VLOOKUP/XLOOKUP, data manipulation, and reporting.
• Experience with Power BI or other reporting/dashboard tools is preferred.
• Strong attention to detail and ability to work with large volumes of recruitment data.
• Strong coordination, follow-up, and stakeholder management skills.
• Good written and verbal communication skills.
• Ability to manage multiple priorities and work in a fast-paced environment.
• Comfortable learning and working with new technology and recruitment tools.