Recruitment Operations & Candidate Processing Executive
Company: Royal Travancore Global Service
Department: Candidate Processing & Recruitment Operations
Job Overview
Royal Travancore Agency is looking for a Recruitment Operations & Candidate Processing Executive to manage candidates from the point of formal conversion and handover until the successful completion of the recruitment, visa, relocation, and post-arrival process.
The role involves candidate coordination, documentation, interview scheduling, work permit processing, VFS procedures, visa processing, travel coordination, and post-arrival support.
The selected candidate will be responsible for ensuring that every assigned candidate progresses through the recruitment process in a timely, accurate, and organised manner.
Key Responsibilities Candidate Onboarding & Processing
- Review candidate handover information.
- Verify candidate details and candidate profiles.
- Create and update candidate process records.
- Confirm vacancies and job requirements.
- Review available documentation and identify missing documents.
- Explain the recruitment process and next steps to candidates.
- Maintain complete and accurate candidate records.
- Update candidate status throughout the recruitment process.
CV & Document Management
The candidate will be responsible for organising and managing required documentation, including:
- Passport
- Europass CV
- Educational Certificates
- Experience Certificates
- Job-Related Documents
- Other Supporting Documents
- Application Forms
- VFS Documentation
- Visa-Related Documentation
- Pre-Departure Documentation
- Post-Arrival Documentation
Responsibilities include:
- Checking document completeness, clarity, and quality.
- Identifying missing or incorrect documents.
- Following up with candidates for pending documents.
- Maintaining accurate document records.
- Ensuring documents are submitted in the required format.
Mock Interview & Company Interview Coordination
- Prepare candidates for interviews.
- Explain interview expectations and requirements.
- Provide approved preparation guidelines.
- Schedule and confirm interviews.
- Confirm candidate availability and attendance.
- Coordinate with interviewers and relevant teams.
- Track interview results.
- Communicate feedback to candidates.
- Coordinate further preparation when required.
- Follow up on the next stage of the process.
Pre-Departure & Work Permit Process
- Explain pre-departure requirements to candidates.
- Coordinate required courses and processes.
- Track candidate participation and completion.
- Collect relevant certificates or supporting evidence where applicable.
- Coordinate work permit documentation and submission requirements.
- Track application status and additional document requests.
- Follow up on pending requirements.
- Maintain accurate records and ensure process deadlines are not missed.
Approval in Principle (AIP) & VFS Process
- Coordinate the AIP stage and communicate relevant information to candidates.
- Explain the next steps after receiving AIP.
- Coordinate VFS documentation and requirements.
- Verify documents before submission.
- Coordinate VFS appointments and confirmations.
- Prepare candidates for VFS submission.
- Track VFS submissions and outstanding requirements.
Visa Process
- Coordinate visa documentation and submission requirements.
- Prepare candidates for the visa process.
- Track visa application status.
- Follow up on additional document requests.
- Communicate important updates to candidates.
- Escalate visa-related issues when required.
Travel & Pre-Departure Coordination
Once the visa process is successfully completed:
- Coordinate final travel preparation.
- Verify required travel documents.
- Coordinate flight arrangements.
- Coordinate accommodation arrangements.
- Provide arrival information and joining instructions.
- Conduct candidate travel briefings.
- Share emergency and contact information.
- Complete final pre-departure communication.
Malta Arrival & Post-Arrival Support
- Confirm candidate arrival in Malta.
- Coordinate accommodation-related matters.
- Provide arrival instructions.
- Coordinate orientation and onboarding.
- Coordinate health screening and medical insurance requirements.
- Support Housing Authority-related procedures.
- Coordinate biometrics and relevant appointments.
- Coordinate with relevant teams and employers.
- Track outstanding post-arrival requirements.
Blue Paper/Card Process
- Monitor the final documentation process.
- Track biometrics and relevant appointments.
- Monitor required documentation.
- Track application status and follow-ups.
- Coordinate with candidates and relevant teams.
- Track the process until successful completion.
Candidate Communication & Follow-Up
- Maintain regular communication with assigned candidates.
- Follow up on pending documents, interviews, payments, appointments, and process requirements.
- Inform candidates about important updates.
- Record important communications and actions.
- Ensure no active candidate becomes inactive due to lack of follow-up.
- Maintain Current Status + Last Action + Next Action + Due Date for every active candidate.
Escalation Responsibilities
The Recruitment Operations & Candidate Processing Executive must escalate matters requiring management decision or approval, including:
- Legal or compliance concerns
- Government issues
- Work permit complications
- AIP issues
- Visa refusals
- Serious candidate complaints
- Document discrepancies
- Employer-related issues
- Unusual candidate circumstances
- Matters outside the employee's authority
The employee must not make independent commitments or promises on behalf of Royal Travancore Agency.
What This Role Does Not Involve
This position is not responsible for generating or sourcing new candidates.
The role does not include:
- Generating marketing leads
- Cold calling for new leads
- Running recruitment advertisements
- Sourcing candidates
- Building new candidate databases
- Managing marketing campaigns
- Working towards telecaller conversion targets
- Converting fresh marketing leads
The responsibility begins once a candidate is formally converted and handed over for processing.
Required Skills
- Excellent organisational skills
- Strong follow-up discipline
- Good written and verbal communication
- Strong documentation skills
- Attention to detail
- Good computer skills
- Spreadsheet/CRM skills
- Ability to manage multiple candidates simultaneously
- Problem-solving ability
- Strong coordination skills
- Time-management skills
- Ability to follow strict procedures
- Professional candidate-handling skills
- Ability to escalate issues appropriately
Performance Expectations
The selected candidate will be expected to:
- Maintain accurate candidate records.
- Complete follow-ups within required timeframes.
- Prevent missed process deadlines.
- Maintain document accuracy.
- Coordinate interviews effectively.
- Maintain clear candidate communication.
- Track every candidate stage.
- Identify delays early.
- Escalate issues promptly.
- Maintain confidentiality.
- Follow Royal Travancore Agency's SOPs and instructions.
- Provide a professional candidate experience.
- Maintain complete and accurate reporting.
Key Performance Indicators (KPIs)
Performance will be measured through:
- Number of candidates actively managed
- Candidate follow-up completion rate
- Document completion rate
- Documentation accuracy
- Interview scheduling accuracy
- Interview attendance rate
- Process milestone completion
- Work permit tracking accuracy
- AIP tracking
- VFS preparation accuracy
- Visa process tracking
- Travel coordination accuracy
- Post-arrival task completion
- Response time
- Number of overdue actions
- Candidate complaints
- Process delays
- Successful candidate completion rate
- Compliance with company procedures
Training
Selected candidates will undergo a structured training programme covering:
- Royal Travancore recruitment procedures
- Malta recruitment
- Candidate lifecycle
- CV and document standards
- Mock interviews
- Company interviews
- Pre-departure process
- Work permit application
- Approval in Principle
- VFS procedures
- Visa process
- Travel preparation
- Accommodation
- Malta arrival
- Orientation
- Health screening
- Medical insurance
- Housing Authority procedures
- Biometrics
- Blue Paper/Card process
- Candidate communication
- Reporting
- Escalation
- Compliance
- End-to-end case management
Core Role Principle
CONVERTED CANDIDATE → MANAGE → COORDINATE → FOLLOW UP → COMPLETE
The Recruitment Operations & Candidate Processing Executive is responsible for ensuring that every assigned candidate progresses through the recruitment journey until successful completion.
Pay: ₹12,000.00 - ₹30,000.00 per month
Application Question(s):
- Do you have experience in recruitment, visa processing, candidate coordination, documentation, or similar operations?
- Are you comfortable managing multiple candidates simultaneously and following up with them regularly?
- Do you have experience working with documents such as passports, CVs, certificates, application forms, or visa-related documents?
- Are you comfortable coordinating interviews, appointments, and follow-ups with candidates and employers?
- Are you willing to work according to strict company procedures, timelines, and follow-up schedules?
- How many years of relevant work experience do you have?
Location:
- Thiruvananthapuram, Kerala (Preferred)
Work Location: In person
