Associate, Recruiting Operations Coordinator

This role offers an excellent opportunity to join afast pacedand highly collaborative Human Resources team that is continually innovating and focused on deliveringa positiveexperience 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 theend-to-endrecruitment process—frominitialcandidate contact through onboarding—whileoperatingin a dynamic environment that requires precision, organization, and strong attention to detail.

The ideal candidate willdemonstratea high levelof 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 alllogisticsfor onsite, phone, and virtual interviews across multiple time zones and locations, including complex scheduling and internal meeting room reservations.

• Build andmaintainstrong working relationships with Ares’ recruiting team, hiring managers, candidates, andthird-partyvendors, ensuring clear,timely, and culturallyappropriate communication.

• Coordinate candidate travel arrangements and support thecandidateexpense reimbursement processin accordance withlocal policies.

• Welcome and escort candidates during onsite interviews to ensurea professionaland positive candidate experience.

• Collect interviewer feedback promptly,consolidateinput, and ensure it is captured accurately for evaluation anddecision-making.

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

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

• Maintainthe applicant tracking system (Workday), ensuringaccuratedata entry, candidate status updates, andtimelyreporting to Talent Acquisition Partners and business leaders.

• Supportofferrelatedprocesses 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, ensuringtimelyand professionalfollow-upwith hiring managers, internal teams, and candidates.

• Serve as a subject matter expert on recruiting operations, sharing bestpracticesand 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, andad‑hocrecruitmentreports;support analysis and identification of trends and insights.

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

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

QUALIFICATIONS

Education

• Bachelor’s degreerequired(any major).

Experience

• Fluent in English and Japanese

• Minimum2 yearsof 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 andprocess oriented.

• Excellentclient servicemindset 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 communicationskills and a collaborativeteam firstapproach.

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

• Self-starterwith strong multitasking and prioritization capabilities.