Recruitment Coordinator - APJ

Recruitment Coordinator - APJ

Melbourne / Singapore

AI Hive – Human Resources /

Temporary /

Hybrid

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Founded in 2015, Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software and V-BAT and X-BAT aircraft. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

The Recruiting Coordinator – APJ is responsible for providing administrative and operational support to the Talent Acquisition function, with primary responsibility for interview scheduling and candidate travel coordination across the APJ region.

This role ensures efficient, accurate coordination of interviews across multiple time zones and supports a seamless candidate experience in a high-growth, fast-paced startup environment. The Recruiting Coordinator partners closely with recruiters, hiring managers, and cross-functional stakeholders to support global hiring initiatives.

Essential Duties and Responsibilities

• Interview Coordination
• Schedule and coordinate interviews across APJ, and occasionally U.S. time zones
• Manage complex calendars for candidates, interview panels, hiring managers, and executives
• Arrange virtual, phone, and in-person interviews
• Prepare and distribute interview confirmations, calendar invitations, and relevant materials
• Proactively identify and resolve scheduling conflicts
• Maintain accurate interview records within the TA systems
• Candidate Travel & Logistics
• Arrange domestic and international candidate travel, including flights, accommodations, and ground transportation
• Ensure compliance with company travel policies and budget guidelines
• Prepare and distribute detailed candidate itineraries
• Manage travel changes, cancellations, and disruptions as needed
• Support coordination of visa documentation where applicable

Candidate Experience

• Serve as a primary point of contact for candidates during the interview process
• Provide timely, professional communication across multiple time zones
• Ensure a consistent, organized, and positive interview experience

Recruiting Operations Support

• Maintain accurate and timely data entry within the TA systems
• Support applicable hiring metrics reporting and operational tracking
• Assist in improving scheduling workflows and coordination processes as the organization scales
• Collaborate cross-functionally with recruiting, PX, finance, and hiring teams

Qualifications Education & Experience

• Bachelor’s degree preferred or equivalent professional experience
• 3+ years of experience in recruiting coordination, HR coordination, or high-volume scheduling
• Experience coordinating interviews across APJ time zones
• Experience booking international travel preferred

Skills & Competencies

• Strong organizational and time management skills
• High attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong written and verbal communication skills in English
• Proficiency with Applicant Tracking Systems (e.g., Greenhouse, Ashby, Lever, Workday, Modern Loop)
• Proficiency with Microsoft Office
• Ability to work independently in a remote or distributed team environment

Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check.

Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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