Aarna Systems Pvt Ltd.
Website:
aarnasystems.com
Job details:
Recruitment & Documentation Coordinator — (International Healthcare Placements)
Location: India (Remote/Hybrid)
Employment Type: Full-Time
Experience: 2+ Years
Industry: Healthcare Staffing / International Recruitment
About The Role
We are hiring a detail-driven Recruitment & Documentation Coordinator to manage candidate case
files and support the end-to-end recruitment process for international healthcare professionals
relocating for overseas job opportunities. This role is central to ensuring every candidate's
registration, compliance, and placement documentation is accurate, complete, and progressed on
time — from initial candidate engagement through to final placement.
This position involves regular interaction with candidates based in the UK and Australia via phone,
WhatsApp, and email, and is best suited to candidates with a strong background in documentation,
compliance, or case coordination — such as visa processing, immigration documentation,
credentialing, or administrative operations — combined with the confidence to communicate
professionally with international candidates across different time zones.
Key Responsibilities
- Support candidate pre-qualification by collecting and verifying key information —
qualifications, registration status, employment background, and relocation timelines — before
candidates proceed to the next stage of the process.
- Communicate directly with candidates based in the UK and Australia through phone calls,
WhatsApp, and email to build rapport, gather information, and guide them through each stage
of the process.
- Collect, review, and organize candidate documentation, including CVs, identification,
qualification certificates, references, and professional registration records.
- Manage and track candidates through multi-step registration and compliance pathways,
ensuring every required document, submission, and approval is completed accurately and on
schedule.
- Proactively follow up with candidates via phone, WhatsApp, and email to request outstanding
documents, provide status updates, and keep them engaged and informed throughout a multi-
month process.
- Adjust working hours and communication timing appropriately to reach UK and Australian
candidates during suitable local hours for calls and scheduled discussions.
- Prepare and maintain accurate contract and offer-related documentation, including personal
details, fee structures, durations, and start dates, with a strong focus on accuracy and double-
checking.
- Support the candidate-to-client matching process by preparing candidate profiles and
documentation packs in the required format for submission.
- Maintain detailed, up-to-date candidate records and pipeline status in the CRM/tracking
system used by the team, including logs of all phone, WhatsApp, and email communication.
- Build and maintain checklists and trackers to monitor each candidate's progress through the
recruitment and documentation life cycle.
- Track and report on key metrics, including response times, document turnaround, and
pipeline progression, on a weekly basis.
- Identify opportunities to improve or automate repetitive documentation and follow-up
processes.
- Maintain strict confidentiality and handle all candidate information in line with data privacy
standards.
Required Qualifications And Experience
- Bachelor's degree in any discipline from a recognized university. Graduates with a background
in Commerce, Business Administration, Human Resources, or Arts are all well-suited to this
role; there is no requirement for a specific stream, provided the candidate demonstrates strong
documentation and administrative ability.
- Minimum of 2 years of relevant experience in one or more of the following areas:
Visa or immigration documentation and processing
Credentialing, registration, or compliance coordination (healthcare or other regulated
industries)
Recruitment coordination, onboarding, or HR operations with a strong documentation
component
Back-office operations, compliance, or administrative roles involving document
verification and case tracking
Prior experience communicating with international candidates or clients — particularly in the
UK and/or Australian markets — via phone, WhatsApp, or email is highly preferred.
Freshers with exceptional organizational skills and a strong academic record may also be
considered for a trainee-track entry into this role, subject to demonstrated aptitude during the
hiring process.
Required Skills
- Excellent attention to detail and accuracy, particularly when handling compliance-related and
financial documentation.
- Strong organizational and time-management skills, with the ability to manage multiple
candidate files simultaneously.
- Clear, professional verbal and written communication skills in English, with the confidence to
engage UK and Australian candidates over phone calls, WhatsApp, and email.
- Comfortable using CRM/ATS platforms, Google Workspace or Microsoft Office, WhatsApp
Business, and other digital coordination tools.
- Customer-service mindset with the persistence to follow up consistently without being pushy.
- Ability to work independently, take ownership of tasks, and proactively flag issues before they
become problems.
- Comfortable working across different time zones to accommodate UK and Australian
candidate availability for calls and follow-ups.
- Basic data management skills, including maintaining spreadsheets, trackers, and dashboards.
Preferred (Good To Have)
- Prior exposure to healthcare, medical, or professional registration and licensing processes.
- Experience working with international candidates or clients, particularly in the UK, Australia,
Middle East, or similar markets.
- Familiarity with recruitment or case management software/CRM tools.
- Exposure to workflow automation tools.
What We Offer
- A stable, full-time role with genuine ownership of candidate case management from start to
finish.
- Exposure to international recruitment and healthcare compliance processes, with direct
candidate interaction across the UK and Australia.
- Structured training and a defined growth path within the organization.
- A collaborative, process-driven work environment focused on accuracy and candidate
experience.
Interested candidates meeting the above criteria are encouraged to apply with an updated resume.
Click on Apply to know more.
