Scheduling Coordinators - Warsaw

Job Title: Interview Scheduling Coordinator, Warsaw, Poland
Location: Warsaw, Poland, hub based
Contract: Contract full time.

At Hudson Talent Solutions, we embrace curiosity, think differently, and shape the future of talent.
The Role
Hudson Talent Solutions has been appointed by a global life sciences organization to take over interview scheduling across its worldwide hiring operation, and we are looking for an Interview Scheduling Coordinator to join our Warsaw, Poland hub.
Interview scheduling sounds simple until you are doing it across multiple countries and time zones. You will own scheduling for a set of markets, including the United Kingdom, Ireland, Germany, Switzerland, France, and Italy, working inside our client's own recruiting and scheduling technology. This role demands excellent attention to detail and a real passion for service. You will communicate with candidates and hiring managers in English and in at least one of German, French, or Italian. You will report to a Regional Delivery Lead.
Any offer is conditional on enhanced pre employment screening and on completing our client's own supplier onboarding and system access requirements. These take time, and we will be clear with you about what is involved before you accept.
What You Will Actually Do
• Own interview scheduling end to end for your markets, from the moment a request is actionable to a confirmed interview in everyone's calendar
• Coordinate panel interviews across time zones, where multiple people need to be in the same place, in person or virtually
• Deliver a higher touch service on the most sensitive interviews, such as confidential searches, senior candidates, and onsite interview days that need a room, a security pass, and a schedule that holds
• Keep candidates and hiring managers informed, in their own language, before they have to chase you
• Work inside our client's recruiting and scheduling technology and record your work accurately, since it is how the service is measured
• Flag what is not working. You will see the problems first
Who We Want
• You are detail oriented and take pride in getting things right the first time
• You stay calm and organized when priorities compete, and you always follow through
• You write clearly, warmly, and quickly, since most candidates will only ever know us through your messages
• You are comfortable with recruitment or HR technology and quick to learn new systems
What You Bring
• MUST: Fluent English, written and spoken
• MUST: Fluent German, French, or Italian, written and spoken
• Experience in interview scheduling, recruitment coordination, or high volume calendar management
• Fluency in more than one of German, French, or Italian is a strong plus
• Experience scheduling for more than one country is a plus
• Experience in life sciences, pharmaceutical, or another regulated industry is a plus
• Experience with automated or conversational AI scheduling tools is a plus
A Little Bit About Us
At Hudson Talent Solutions, we are reshaping the future of talent management. From executive search to strategic talent consulting, we deliver tailored, innovative solutions for organizations worldwide. Our team is collaborative, forward thinking, and dedicated to creating outstanding experiences for clients and candidates alike. We are proud to be an equal opportunity employer, celebrating diversity and fostering an inclusive environment for all.
This job description may have been enhanced using AI tools to improve clarity and formatting. All role requirements, responsibilities, and details are defined by Hudson Talent Solutions and remain subject to change based on business needs.