About Airwallex
Airwallex is the only unified payments and financial platform for global businesses. Powered by our unique combination of proprietary infrastructure and software, we empower over 150,000 businesses worldwide – including Brex, Rippling, Navan, Qantas, SHEIN and many more – with fully integrated solutions to manage everything from business accounts, payments, spend management and treasury, to embedded finance at a global scale.
Proudly founded in Melbourne, we have a team of over 1,700 of the brightest and most innovative people in tech across 26 offices around the globe. Valued at US$6.2 billion and backed by world-leading investors including Visa, Airtree, Blackbird, Sequoia, DST Global, Greenoaks, Salesforce Ventures, Lone Pine, and Square Peg, Airwallex is leading the charge in building the global payments and financial platform of the future. If you’re ready to do the most ambitious work of your career, join us.
The Opportunity: We are seeking a highly organized, detail-oriented, and proactive Recruitment Scheduling Coordinator to join our dynamic Talent Acquisition team. In this pivotal role, you will be instrumental in ensuring a seamless and positive candidate experience by managing the complex logistics of interviews across various divisions globally within our fast-paced environment. This is an excellent opportunity for someone looking to launch their career in HR/recruitment operations within a leading financial technology company.
What You'll Do:
Interview Scheduling: Coordinate and schedule high-volume interviews (phone, video, and on-site interviews) for multiple requisitions across various levels, ensuring timely and efficient communication with recruiters, candidates, hiring managers, and interview panels.
Logistics Management: Arrange meeting rooms, video conferencing links (e.g., Google Meet, Zoom), and any necessary technical equipment for interviews, including preparing interview schedules and materials.
Calendar Management: Proactively manage and optimize complex calendars for interviewers and candidates, identifying and resolving scheduling conflicts across different time zones.
Communication Hub: Serve as the primary point of contact for candidates regarding interview logistics, providing clear instructions and responding to inquiries promptly and professionally, upholding a high standard of candidate experience.
Data Accuracy: Maintain accurate and up-to-date candidate information and interview statuses within our Applicant Tracking System
Process Improvement: Identify opportunities to streamline and improve scheduling processes, contributing to a more efficient and positive candidate experience, and assist in documentation of best practices.
Support: Assist the broader Talent Acquisition team with ad-hoc tasks, data entry, and reporting as needed.
Minimum Qualifications:
Education: Completed Diploma or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field.
Experience: 1+ year of professional experience in an administrative, coordination, or customer service-oriented role.
Fresh graduates with internship experience in a corporate or fast-paced environment will be considered.
Technical Proficiency: Demonstrated proficiency in using calendar management tools (e.g. Google Calendar) and comfortable with video conferencing platforms (e.g., Google Meet, Zoom). Strong command of Google Workspace (Docs, Sheets).
Data Skills: Proven ability to collect, organize, and present data using any software or spreadsheets (e.g., Excel, Google Sheets) for reporting purposes.
Preferred Qualifications:
ATS Experience: Experience working with at least one Applicant Tracking System (ATS) such as Ashby, Greenhouse, Workday, Lever, or similar.
High-Volume Scheduling: Prior experience in a high-volume scheduling or coordination role, ideally within recruitment or a similar fast-paced operational function (e.g., coordinating 10+ schedules daily).
Global Exposure: Experience or comfort working with diverse teams and individuals across multiple time zones.
Customer Service Excellence: Demonstrated ability to provide exceptional customer service and maintain positive relationships with all stakeholders, evidenced by specific achievements or responsibilities.
Key Attributes & Competencies:
Exceptional Organizational Skills: Ability to effectively multi-task, prioritize, and manage time in a high-volume, dynamic environment.
Meticulous Attention to Detail: Strong commitment to accuracy and precision in all tasks.
Excellent Communication: Professional, friendly, and empathetic demeanor in both written and verbal interactions.
Proactive Problem-Solver: Strong critical thinking skills, ability to anticipate needs, and adapt to changing priorities.
Collaborative Team Player: Willingness to support colleagues and contribute to a positive team environment.
Adaptability: Ability to thrive in a rapidly evolving environment, embracing new technologies and processes.
Self-Starter: A strong sense of ownership and a desire to contribute beyond assigned tasks.
Equal opportunity
Airwallex is proud to be an equal opportunity employer. We value diversity and anyone seeking employment at Airwallex is considered based on merit, qualifications, competence and talent. We don’t regard color, religion, race, national origin, sexual orientation, ancestry, citizenship, sex, marital or family status, disability, gender, or any other legally protected status when making our hiring decisions. If you have a disability or special need that requires accommodation, please let us know.
Airwallex does not accept unsolicited resumes from search firms/recruiters. Airwallex will not pay any fees to search firms/recruiters if a candidate is submitted by a search firm/recruiter unless an agreement has been entered into with respect to specific open position(s). Search firms/recruiters submitting resumes to Airwallex on an unsolicited basis shall be deemed to accept this condition, regardless of any other provision to the contrary.
