Analyst / Associate, Recruiting Operations Coordinator

This role offers an excellent opportunity to join a fast paced and highly collaborative Human Resources team that is continually innovating and focused on delivering a positive experience for employees across Ares. 

As part of the Talent Operations team, the Recruiting Coordinator will work closely with both the recruiting function and hiring teams to ensure a smooth, professional, and engaging hiring experience for candidates across all open roles in Japan. In this position, you will support the end-to-end recruitment process—from initial candidate contact through onboarding—while operating in a dynamic environment that requires precision, organization, and strong attention to detail. 

The ideal candidate will demonstrate a high level of professionalism, confidence, and energy, along with a strong commitment to service excellence. Success in this role requires outstanding written and verbal communication skills, the ability to manage a high volume of interview scheduling and reporting in real time, and experience working within an applicant tracking system. A solid understanding of recruitment workflows and processes is also essential. 

Candidate Management & Tracking 

• Coordinate all logistics for onsite, phone, and virtual interviews across multiple time zones and locations, including complex scheduling and internal meeting room reservations. 

• Build and maintain strong working relationships with Ares’ recruiting team, hiring managers, candidates, and third-party vendors, ensuring clear, timely, and culturally appropriate communication. 

• Coordinate candidate travel arrangements and support the candidate expense reimbursement process in accordance with local policies. 

• Welcome and escort candidates during onsite interviews to ensure a professional and positive candidate experience. 

• Collect interviewer feedback promptly, consolidate input, and ensure it is captured accurately for evaluation and decision-making. 

• Identify opportunities for process improvements to strengthen operational efficiency and enhance the candidate experience. 

• Assist in developing and updating training materials, workflow documentation, and user guides for recruiting tools and processes. 

• Maintain the applicant tracking system (Workday), ensuring accurate data entry, candidate status updates, and timely reporting to Talent Acquisition Partners and business leaders. 

• Support offer related processes including preparation of offer letters, coordination of background checks, and ensuring all required documents are collected and filed in compliance with local HR standards. 

• Manage the Talent Acquisition mailbox, ensuring timely and professional follow-up with hiring managers, internal teams, and candidates. 

• Serve as a subject matter expert on recruiting operations, sharing best practices and guiding team members in using internal systems and external resources effectively. 

Recruitment Reporting & Projects 

• Prepare functional reports for hiring manager updates and internal meetings. 

• Produce weekly, monthly, quarterly, and ad‑hoc recruitment reports; support analysis and identification of trends and insights. 

• Manage large datasets from various sources and structure them into meaningful, accurate reports for stakeholders. 

• Support the HR Strategy & Operations Team and broader HR group with special projects and initiatives as needed. 

QUALIFICATIONS 

Education 

• Bachelor’s degree required (any major). 

Experience 

• Fluent in English and Japanese 

• Minimum 2  years of experience as an administrator or coordinator, preferably within Recruitment or HR Operations. 

• Prior experience with Workday or similar applicant tracking systems preferred. 

General Requirements 

• Strong attention to detail; highly organized and process oriented. 

• Excellent client service mindset with strong stakeholder management skills. 

• Flexibility and a proactive approach to supporting a wide range of tasks. 

• Ability to handle confidential information with discretion and in full compliance with HR and company policies. 

• Strong communication skills and a collaborative team first approach. 

• Demonstrated ability to research issues, use available resources, and resolve matters independently. 

• Self-starter with strong multitasking and prioritization capabilities.