Talent Operations Specialist (Third Party)

Talent Operations Executive

About CoinDCX

At CoinDCX, we believe "Change Starts Together." As Indias leading crypto exchange, we are building secure, scalable, and accessible Web3 products for millions of users. Our people are at the heart of everything we do, and our Talent Acquisition team plays a critical role in bringing exceptional talent into the organisation while delivering a seamless candidate experience.

Role Summary

We are looking for a detail-oriented and highly organized Talent Operations & Pre-Onboarding Specialist to manage end-to-end recruitment operations, candidate pre-onboarding, and interview coordination.

This role is critical in ensuring a seamless candidate experience from application to Day 1, while maintaining strong governance, data accuracy, and stakeholder communication.

Key Responsibilities

1) Application & Candidate Screening Operations

• Own and manage the Apply Mailbox, ensuring 100% review of all incoming applications.
• Conduct initial due diligence to assess candidate relevance.
• Share suitable profiles with recruiters or move them into the talent pool with proper tagging and documentation.
• Ensure no candidate application is missed or left unattended.

2) Interview Coordination & Tracking

• Coordinate and schedule all interviews across roles and panels.
• Ensure daily tracking of all interviews scheduled.
• Best practice:
• Review the interview schedule every morning.
• Send gentle reminders to candidates and panelists with time, role name, and interview details.
• If an interview does not take place, proactively reschedule based on candidate and panelist availability.
• Share a daily interview summary sheet (next day) capturing:
• Candidate name
• Role
• Interview stage
• Panelist feedback
• Current status
• Follow up with panelists if feedback is not shared within defined timelines.

3) Pre-Onboarding & Joining Confidence Management (JCS)

• Own the entire pre-onboarding process for all offered candidates.
• Track candidates marked as "Offered" on TA-MIS and ensure accurate data transfer to:
• Post offer connects Sheet
• Connects Date sub-sheet
• Conduct Joining Confidence Scoring using pre-scripted questions.
• Flag candidates immediately if:
• Joining Confidence Score drops below 100
• Escalate to Recruiter & relevant stakeholder
• Maintain real-time status and accuracy across all tracking sheets.

4) Stakeholder Connects & Candidate Engagement

• Coordinate connects with:
• Hiring Manager (HM)
• Head of Department (HOD)
• HRBP
• Schedule calls and, where required, coordinate office visits / office tours.
• Ensure high-touch engagement to reduce drop-offs and increase joining confidence.

5) Documentation & Compliance Tracking

• Track and ensure timely submission of all required documents, including:
• Banking details
• PIF
• Other onboarding documentation
• Follow up proactively with candidates for missing or incorrect documents.

6) Asset & Joining Day Readiness

• Raise asset requests via Slack form at least one week prior to the candidate's joining date.
• One day before joining:
• Connect with candidates to confirm:
• Office address
• Reporting time (9:30 AM on orientation day)
• Support joining-day readiness through:
• Candidate communication
• Coordination with internal teams
• (Future scope) Support joining-day initiatives such as welcome lunch with team buddy.

You'll Excel If You Have

• 14 years of experience in:
• Talent Acquisition Operations
• Recruitment Coordination
• HR Operations or Pre-Onboarding
• Prior experience managing interview logistics and onboarding processes is preferred.
• Strong attention to detail and follow-through.
• High ownership mindset and accountability.
• Excellent coordination and stakeholder management skills.
• Ability to manage multiple trackers, sheets, and processes without errors.
• Clear written and verbal communication.
• Strong candidate experience orientation.
• Comfortable working with TA-MIS, Google Sheets / Excel, Slack, and calendars.

Preferred Qualifications

• Experience managing high-volume interview coordination.
• Experience handling candidate pre-onboarding and documentation processes.
• Familiarity with recruitment operations and candidate lifecycle management.
• Exposure to stakeholder coordination across recruiters, hiring managers, and HR teams.

Technical Skills

• Tools: TA-MIS, Google Sheets / Microsoft Excel, Slack, Google Calendar
• Operations: Interview scheduling, recruitment coordination, pre-onboarding, documentation tracking
• Coordination: Stakeholder management, candidate engagement, process tracking

What We're Looking For

• Attention to Detail: Strong accuracy across trackers, documentation, and recruitment operations.
• Ownership: Ability to independently manage multiple processes end-to-end.
• Coordination Skills: Excellent stakeholder management across recruiters, candidates, hiring managers, and HR teams.
• Communication: Clear written and verbal communication with internal and external stakeholders.
• Candidate Experience: Passion for creating a seamless candidate journey from application through joining.
• Organisation: Ability to manage multiple priorities while maintaining operational excellence.

You'll Know You're Winning When

• Zero missed applications or interviews.
• High joining confidence and reduced offer drop-offs.
• Accurate, real-time tracking across all sheets and systems.
• Smooth candidate experience from offer to Day 1.
• Strong trust and reliability with recruiters and business stakeholders.

Hiring Process

Here's what your journey with us looks like:

• Application Review We assess your experience, attention to detail, and role alignment.
• Recruiter Connect – A conversation to understand your background, coordination experience, and career aspirations.
• Functional Round(s) – A deep dive into recruitment operations, interview coordination, stakeholder management, and problem-solving approach.
• Assignment / Simulation Round (Role Dependent) – A practical exercise to evaluate process management, prioritisation, and operational excellence.
• Culture & Values Discussion – A conversation to understand how you work, collaborate, and thrive in a fast-paced environment.
• Founder Conversation (Optional) – For select roles, you may meet our founders to explore long-term alignment.

Where We Work

We believe the best ideas emerge when people build together. Collaboration, speed, and trust come alive when teams share the same space.

With this belief, we operate as a work-from-office organisation. This role is based out of our Bangalore/ Mumbai office, where energy, alignment, and innovation move in real time.