Talent Coordinator

About Us

At Harmattan AI, we are a next-generation defense prime building autonomous and scalable defense systems. Driven by rigorous engineering developments of new defense products based on recent robotics and AI developments, we are on a steep growth trajectory. If you are interested in a career in a highly technical environment, thrive on pushing boundaries, and want to achieve ambitious goals, we would love to hear from you.

About the Role

The Recruiting Coordinator is the operational backbone of the Talent Acquisition function. You ensure that interviews run smoothly, candidates are informed and supported, and hiring processes move forward efficiently at scale.

This is not an administrative role. It is a high-impact operations position that directly affects hiring speed, candidate experience, and recruiter productivity.

You will work closely with the Talent team to support a high volume of hires across multiple teams and locations.

Responsibilities

Interview Coordination & Scheduling

• Coordinate interview scheduling across multiple stakeholders, roles, and time zones

• Manage rescheduling, cancellations, and last-minute changes with speed and professionalism

• Ensure interviewers and candidates receive clear instructions, agendas, and logistics

Candidate Communication & Experience

• Serve as a primary point of contact for candidates throughout the interview process

• Provide timely updates, follow-ups, and process guidance

• Maintain a consistent, professional, and respectful candidate experience

Hiring Process Operations

• Maintain accurate and up-to-date candidate records in the ATS (Ashby)

• Support offer preparation, documentation collection, and onboarding handoff

• Track interview progress and proactively flag delays or risks

Collaboration & Enablement

• Partner closely with Talent Acquisition Partners to prioritise scheduling and hiring needs

• Coordinate with People Operations on contracts, onboarding, and compliance requirements

• Support Talent Sourcers with pipeline handoffs and interview readiness

Process Improvement & Scaling

• Identify inefficiencies in coordination workflows and propose improvements

• Help standardise templates, communication practices, and scheduling processes

• Contribute to the continuous improvement of TA operations as hiring volume scales

Candidate Requirements

• 2–4 years of experience in recruitment coordination, HR operations, or a similar role

• Proven experience managing high volumes of interviews and stakeholders

• Strong organisational and time-management skills

• High attention to detail and reliability under pressure

• Experience with Ashby or similar ATS is a plus

• Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a “no-task-is-too-small” mentality.

• Communication & Influence: Excellent written and verbal communication, capable of leading diverse principals – from junior members to senior executives.

• Commitment: 100% dedication to Harmattan AI’s mission, vision, and ambitious growth plans, ready to go the extra mile to ensure operational excellence.

We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.