US Recruitment Operations

Job Description: L3 Lead US Recruitment Operations

Designation: L3 Lead Recruitment Operations

Location: Chennai (Work From Office)

Department: HR Shared Services Recruitment Operations

Region Supported: United States (US)

Role Type: Full-time

Work Schedule: US time zone support, night shifts, and rotational weekly offs

Role Overview

We are looking for an experienced L3 Lead – US Recruitment Operations to oversee end-to-end recruitment operations, background verification (BGV), operational governance, and service delivery for the US region.

The role will act as the primary Subject Matter Expert (SME) for complex recruitment operations, ensuring SLA adherence, compliance, data accuracy, and a seamless candidate experience. The Lead will manage operational queues, balance workloads, monitor performance metrics, resolve escalations, and collaborate with US recruitment teams, hiring managers, HR stakeholders, and external vendors.

The role also involves mentoring junior associates, conducting Root Cause Analysis (RCA), strengthening process governance, and driving continuous improvement initiatives.

Key Responsibilities

US Recruitment Operations • Oversee day-to-day US recruitment operations and ensure timely execution of recruitment support activities. • Act as the SME for complex recruitment cases, operational issues, and escalations. • Coordinate with US recruiters, talent acquisition teams, hiring managers, and business stakeholders to resolve operational challenges. • Ensure recruitment activities adhere to client policies and applicable US employment regulations. • Manage candidate communications and follow-ups to ensure a positive candidate experience.

Background Verification (BGV) & Compliance • Manage end-to-end background verification activities, including initiation, document collection, vendor coordination, status tracking, and closure. • Coordinate pre-employment drug testing and other required screening activities. • Review BGV results, identify discrepancies, and escalate exceptions to the appropriate stakeholders. • Ensure confidential handling of candidate information and verification results. • Maintain accurate recruitment records, BGV trackers, audit trails, and compliance documentation. • Monitor turnaround times and proactively resolve delays. • Support compliance with applicable US background screening and adverse-action requirements.

Recruitment Queue Management & Governance • Manage daily recruitment operations queues and balance workloads across L1 and L2 associates. • Monitor SLAs, KPIs, productivity, turnaround times, backlog, and quality metrics. • Ensure timely resolution of recruitment-related queries and operational exceptions. • Identify aging cases and service delivery risks and implement corrective actions. • Prepare operational dashboards, MIS reports, and performance summaries. • Support governance meetings and business reviews with accurate reporting and insights.

Workday, ATS & HR Technology Support • Utilize Workday Recruiting, applicant tracking systems (ATS), and other recruitment platforms to manage recruitment workflows and candidate data. • Ensure data accuracy across candidate profiles, recruitment stages, verification outcomes, and pre-employment documentation. • Partner with HR Technology and HRIS teams to troubleshoot system issues, validate configurations, and support User Acceptance Testing (UAT). • Identify opportunities to optimize workflows, automate manual processes, and improve system utilization. • Support system enhancements, process changes, and recruitment policy updates.

Quality Assurance & Process Improvement • Conduct quality reviews and audits of recruitment transactions, BGV documentation, and case closures. • Perform RCA for operational errors, SLA breaches, and recurring quality issues. • Implement corrective and preventive actions to improve accuracy and compliance. • Identify process inefficiencies and drive continuous improvement initiatives. • Maintain audit readiness through accurate documentation and adherence to established procedures.

SOP & Knowledge Management • Create, review, and maintain SOPs, knowledge base articles, process maps, and operational playbooks. • Implement changes in recruitment policies, client requirements, and compliance guidelines. • Maintain escalation matrices, quality checklists, and training materials. • Collaborate with US Talent Acquisition, HR, Legal, Compliance, and vendor management teams to clarify policies and improve processes.

Leadership & Stakeholder Management • Mentor and guide L1 and L2 associates on recruitment operations, BGV workflows, system usage, and compliance requirements. • Allocate workloads, monitor team productivity, and provide guidance on complex cases. • Conduct training sessions, knowledge-sharing sessions, and quality calibration exercises. • Collaborate with US recruiters, hiring managers, HR stakeholders, technology teams, and external vendors. • Drive accountability, operational discipline, and service excellence within the team.

Qualifications

• Bachelor's degree in HR, Business Administration, Psychology, or a related field; master's degree preferred. • 3–6 years of experience in US Recruitment Operations, Talent Acquisition Operations, HR Shared Services, BGV, or related HR operations. • Prior experience in a Senior Associate, SME, Lead, or team-coordination role is preferred. • Strong knowledge of US recruitment operations, background verification, and pre-employment processes. • Hands-on experience with ATS platforms; Workday Recruiting experience is highly desirable. • Knowledge of US hiring and screening regulations, FCRA requirements, and adverse-action procedures is preferred. • Experience managing operational queues, SLAs, KPIs, quality audits, and recruitment reporting. • Strong experience in RCA, process improvement, SOP governance, and stakeholder management. • Excellent communication, analytical, problem-solving, and organizational skills. • Ability to manage multiple priorities and confidential information in a fast-paced environment.

Core Competencies

• US Recruitment Operations Expertise • Background Verification & Compliance • Workday Recruiting & ATS Knowledge • SLA, KPI & Queue Management • Quality Assurance & Data Integrity • Root Cause Analysis & Process Improvement • Leadership, Mentoring & Escalation Management • Stakeholder Management & Communication • Documentation, Governance & Confidentiality • Candidate Experience & Service Excellence

Key Performance Indicators (KPIs)

• SLA achievement and BGV turnaround time. • Recruitment operations accuracy and quality audit scores. • Queue management, backlog reduction, and team productivity. • Compliance adherence and data integrity. • Reduction in recurring errors and escalations. • Effectiveness of RCA and corrective actions. • Stakeholder satisfaction and continuous improvement outcomes.

HR Name: Pranavalakshmi

Email: [email removed]

Interview Mode: Virtual Interview

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