Talent Acquisition Coordinator

Tokyo, Japan
HR /
Full-time (Regular) /
Hybrid
ispace is looking for a Talent Acquisition Coordinator to join our growing team. The tasks include sourcing, scheduling interview, supporting the talent acquisition team on various administrative functions and facilitating a seamless recruiting process.

Key responsibilities

    • Interview Scheduling
    • - Schedule and coordinate interviews between candidates and hiring teams, including phone, video, and in-person interviews.
    • - Ensure all participants have necessary materials, such as resumes, interview guides, and job descriptions.
    • - Communicate interview details and logistics to candidates and hiring managers in a timely manner.

    • Candidate Communication
    • - Serve as the point of contact for candidates throughout the recruitment process, answering questions and providing status updates.
    • - Ensure a positive candidate experience by providing prompt and professional communication.

    • Sourcing and talent pipeline
    • - Use various platform such as LinkedIn, job boards, scouting sites etc. to identify potential candidates. 
    • - Reach out to candidates via emails, LinkedIn, or messages to introduce opportunities. 
    • - Proactively build relationships with passive candidates and maintain a database of potential candidates for futures opening. 
    • - Evaluate resumes, portfolio and LinkedIn profile to ensure it’s aligned with the requirements 
    • - Keep detailed records of sourcing activities, candidate interactions and outcomes using ATS. 
    • - Provide regular updates to TA and hiring managers on the sourcing progress. 

    • ATS Management
    • - Manage our ATS, Lever , ensuring accurate and timely entry of candidate data.
    • - Track the status of candidates, update records, and generate reports as needed.
    • - Assist with job postings and ensure positions are advertised on appropriate job boards and company websites.

    • Background Checks and Documentation:
    • - Coordinate background checks, references, and other pre-employment screening processes.
    • - Collect and organize candidate documents such as resumes, applications, and offer letters.
    • - Ensure compliance with employment regulations and internal policies (Export control) during the hiring process. 

    • Onboarding Support
    • - Assist with the preparation of onboarding materials and coordinate first-day logistics for new hires.
    • - Support HR in ensuring all required documentation is completed and submitted by new hires.
    • - Coordinating the onboarding follow up schedules with TA team, new hires and hiring managers. 

    • Collaboration and Support:
    • - Work closely with Talent Acquisition Specialists, recruiters, and hiring managers to ensure smooth hiring processes.
    • - Provide general administrative support to the talent acquisition team such as invoicing, temp staff contract renewal, communication with partners and vendors. 

Basic qualifications

    • University graduate (BA, MA)
    • 3-5 years of prior work experience with at least 1 years of full cycle interview coordination and/or sourcing experience 
    • Strong verbal and written communication skills. 
    • JLPT N1-level or native Japanese, business English 
    • Comfortable in working in a fast-paced environment, can work independently, exceptional at time management/prioritizing and organization skills. 

Preferred Qualifications

    • Experience using ATS platform and HR software is highly preferred. 
    • Back office positions recruiting background (finance, accounting, legal, HR) welcomed 
Only shortlisted candidate will be contacted for interview.