RS Pre-boarding Coordinator

Major accountabilities:

• Coordinate end to end interview scheduling for candidates, hiring managers, interview panels, agencies, and internal stakeholders in a timely and accurate manner.
• Provide pre boarding and onboarding coordination support for external candidates to ensure a smooth and professional hiring experience.
• Partner closely with the local H2R team, recruiters, recruitment solutions team members, and global coordinator teams to align recruitment processes and ensure effective collaboration.
• Act as a key coordination contact for recruitment agencies and external vendors, including follow up on documentation, contract confirmation, and process updates.
• Oversee invoice letters, payment related follow up, and administrative procedures connected to agency support, external workforce engagement, and supplier coordination.
• Support Ariba related activities, external spend coordination, and vendor management processes in partnership with relevant stakeholders.
• Maintain accurate recruitment trackers, records, reports, and status updates with strong attention to detail and data accuracy.
• Proactively identify issues, seek clarification where guidance is limited, and drive follow up with relevant stakeholders to ensure continuity and timely resolution.
• Deliver high quality communication and a positive candidate and stakeholder experience under high pressure and within demanding timelines.
• Support ad hoc recruitment operations, administrative tasks, reporting, and presentation materials as needed.

Key performance indicators:

• Timely and accurate interview scheduling and coordination across all stakeholder groups.
• High level of candidate, recruiter, hiring manager, and agency satisfaction with communication and support.
• Accuracy and completeness of recruitment trackers, records, invoices, and documentation.
• Timely completion of pre boarding, onboarding coordination, and payroll related administrative activities.
• Effective management of agency coordination, contract follow up, invoice letters, and payment procedures.
• Strong responsiveness and turnaround time in a high volume and fast paced environment.
• Demonstrated ability to manage multiple priorities while maintaining quality and professionalism.
• Positive collaboration and service delivery across local, regional, and global teams.

Minimum Requirements:

• Bachelor degree or equivalent practical experience.
• Fluent Japanese at native level and strong business level English, both written and verbal.
• Proven ability to work effectively in complex environments with limited guidance and shifting priorities.
• Strong ownership mindset with the confidence to proactively reach out to stakeholders, ask the right questions, and move tasks forward independently.
• Ability to work under pressure with resilience, endurance, and a solutions focused attitude.
• Strong commitment to teamwork, collaboration, and maintaining positive working relationships across all levels.

Work Experience:

• Previous experience in recruitment coordination, talent acquisition operations, HR operations, workforce administration, or a similar coordination based role.
• Experience supporting high volume recruitment activity and managing complex interview scheduling across multiple stakeholders.
• Experience working closely with recruitment agencies, external vendors, and cross functional teams.
• Experience handling pre boarding, onboarding coordination, invoice letters, payment follow up, or related administrative processes is preferred.
• Experience with Ariba, payroll coordination, supplier management, or external workforce support is preferred.
• Experience collaborating with global teams and working across time zones is an advantage.

Skills:

• Excellent organization and multitasking skills, with the ability to manage urgent requests and competing priorities effectively.
• Strong interpersonal and stakeholder management skills, with a proactive and positive approach.
• Great presentation and communication skills, including the ability to prepare clear updates and coordinate professionally with senior stakeholders.
• High attention to detail and accuracy in documentation, tracking, and process execution.
• Strong problem solving ability and willingness to work through ambiguity without giving up.
• Resilient, adaptable, and able to maintain a high standard of work under pressure.
• Strong team player with a great personality, collaborative mindset, and ability to work harmoniously with recruitment solutions team members and broader stakeholders.
• Speed, responsiveness, and a strong sense of urgency in daily operations.
• Professionalism and discretion in handling confidential information.

Languages :

• Japanese: Native level fluency required.
• English: Strong business level fluency required, with excellent verbal, written, and presentation skills.