Talent Acquisition Operations Specialist at Bentley Systems in Pune

Job description

Location: Pune, India (Hybrid) Position Summary Bentley Systems is seeking a Talent Acquisition Operations Specialist to support the day-to-day operations behind our global hiring process. In this role, you will help ensure interview scheduling runs smoothly across L1–L3 hiring stages, proactively monitor recruitment activity for potential time-to-fill (TTF) risks, and support the development of a more streamlined, data-driven Talent Acquisition operation. You will work closely with the Sr. Talent Acquisition Partner, Operations Lead to bring greater visibility and consistency to recruitment processes, turning manual and reactive activities into more structured and proactive workflows. You will also help identify opportunities to improve processes through automation and workflow solutions that reduce administrative effort across the Talent Acquisition team. This role is well suited for someone who is highly organized, comfortable managing processes from end to end, and motivated by finding practical ways to make recruiting operations more efficient and effective. Responsibilities Interview Scheduling & Coordination Own interview scheduling across L1–L3 hiring stages, coordinating availability among candidates, interviewers, and hiring managers. Manage interview logistics, including calendars, meeting rooms, video links, and rescheduling, while creating a smooth experience for all parties. Serve as a point of contact for interview scheduling questions, issues, and conflicts. Time-to-Fill (TTF) Monitoring Monitor requisitions and candidates moving through the recruitment pipeline and flag activity that has remained idle in the system for more than 72 hours. Proactively follow up on stalled recruitment activities, including pending interview feedback, unscheduled next-round interviews, and outstanding approvals. Work with relevant stakeholders to resolve outstanding actions and keep hiring processes moving forward. Escalate persistent bottlenecks to the Sr. Talent Acquisition Partner, Operations Lead. Dashboards & Reporting Maintain and update recruitment dashboards tracking time-to-fill, pipeline health, and stage-by-stage aging. Support data accuracy across the applicant tracking system (ATS) and reporting tools and flag discrepancies for resolution. Support ad hoc reporting requests for Talent Acquisition leadership. Process Improvement & Automation Track recruitment process updates and changes and maintain accurate, current process documentation. Identify repetitive or manual activities that could be streamlined or automated. Support the development of workflow automations and solutions that reduce administrative effort across the Talent Acquisition team. Partner with the Sr. Talent Acquisition Partner, Operations Lead to pilot and implement process improvements across Talent Acquisition. General Operations Support Provide operational support to the Sr. Talent Acquisition Partner, Operations Lead. Support the broader Talent Acquisition team with operational activities as priorities and business needs evolve. Qualifications Minimum 3–5 years of relevant experience in recruitment coordination, Talent Acquisition operations, HR operations, or a related role, ideally within a Talent Acquisition environment. Strong organisational and prioritisation skills, with the ability to manage multiple activities, stakeholders, and deadlines simultaneously. Experience working with an Applicant Tracking System (ATS). Experience developing or maintaining reports and dashboards using Excel, Power BI, or similar tools. A proactive approach to problem-solving and follow-through, with the ability to identify and pursue outstanding actions through resolution. Strong written and verbal communication skills, with the ability to work effectively with candidates, interviewers, hiring managers, and Talent Acquisition colleagues. Ability to work flexibly across 2nd or 3rd shifts to support collaboration with global teams and stakeholders across different