Recruitment Coordinator

Thought Machine’s mission is bold – to properly and permanently rid the world’s banks of legacy technology. To achieve this, we have developed the foundations of modern banking through core and payments technology which run natively in the cloud. What we are attempting is hard and means we need great people working together to build great technology.

We have grown rapidly in the past few years – growing our team to more than 550 individuals across offices in London, New York, Singapore and Sydney. We have raised more than $500m in funding and are now valued at $2.7bn. Our investors include Molten Ventures, Eurazeo, Intesa Sanpaolo, Temasek, Nyca Partners, JPMorgan Chase Strategic Investments, Standard Chartered Ventures, and more.

We have created a culture that enables our team to produce the best work in the industry while ensuring we have fun along the way. We're regularly cited as having a fantastic workplace culture and have been recognised by Sifted magazine as having one of the highest Glassdoor ratings for a UK fintech company and the industry's most generous employee share package. Named one of the world’s most innovative fintechs byGlobal Finance Magazine, we were also recognised by theFinancial Times as one of Europe’s fastest-growing companies for two consecutive years—and a UK Best Employer for 2026.

Thought Machine is expanding, and we’re seeking a highly organised Recruitment Coordinator to join our People function for a 6 month fixed-term project. In this critical role, you will be the administrative backbone of our global recruitment team, helping us navigate a high-volume hiring ramp and supporting our exciting expansion into Lisbon. You will focus purely on recruitment coordination, ensuring a seamless, efficient, and positive experience for candidates and stakeholders alike during this busy period of growth.

Key Responsibilities

• Own the interview scheduling process: Coordinate complex schedules and communicate logistics clearly to recruiters, interview teams, and candidates, with a special focus on supporting the Lisbon expansion.

• Provide administrative support: Act as the operational anchor for our global recruitment team during this critical hiring ramp.

• Maintain data integrity: Keep our Applicant Tracking System (ATS) Ashby and recruitment trackers accurate and up to date.

• Stakeholder liaison: Work directly with recruiters, hiring managers, and interviewers to ensure hiring processes run smoothly.

• Process management: Handle recruitment forms, collate interview feedback, and run regular recruitment reports to track our progress.

• Act as the primary point of contact: Be the go-to person for interviewers, hiring managers, and candidates throughout the recruitment lifecycle.

• Event support: Schedule and support internal hiring events and career fairs as needed.

• Champion the candidate experience: Ensure every candidate receives an exceptional, communicative, and positive experience at every stage of the process.

Requirements

Essential

• Exceptional organisational skills, with a methodical approach and strong attention to detail.

• Ability to prioritise tasks and work to tight deadlines in a fast-paced, high-volume environment.

• Experience managing multiple calendars and scheduling complex interviews or meetings (often across different time zones).

• Excellent communication skills, with the ability to adapt your tone for different audiences.

• A proactive, hands-on approach to problem-solving.

• A collaborative team player who thrives in a dynamic, growing environment.

• Passionate about providing a best-in-class candidate experience.

Desirable

• Previous experience in recruitment coordination or a heavy administrative role.

• Familiarity with Applicant Tracking Systems (ATS) such as Ashby and internal communication tools like Slack.

• Experience working in a high-growth or fast-changing organisation (experience supporting international expansions is a strong plus).

• Advanced knowledge of Google Workspace tools (Docs, Sheets, Calendar, etc.).

Benefits

• Highly competitive salary

• Pension plan (match up to 5%)

• 25 days holiday and bank holidays

• Flexible working hours

• Access to outstanding learning materials and courses

• Sports and hobby clubs, subsidised by Thought Machine

• All the latest tech you need

• Start the day properly with fresh fruit and cereals

• Huge range of healthy (and not-so-healthy) snacks, smoothies and drinks

• A talented and experienced team as your colleagues

• An environment where we encourage learning and progress

• Weekly food pop-up

We actively hire candidates who demonstrate technical excellence in their field and welcome people of all ages and backgrounds, providing everyone with equal access to professional development. You are encouraged to apply even if your experience doesn't accurately match the job description. We also encourage applications from those with different abilities, including candidates with ADHD, autism, dyslexia or dyspraxia.