HR & Operation Intern

Job Description -HR & Operation Intern
About Ostello
Ostello is a live language learning marketplace connecting students with verified educators across Spoken English, IELTS, French, German, and Spanish — think of it as the “Uber of live language learning.”
We are a growing and profitable company, expanding our learner and educator network and building a seamless learning experience through technology and strong operations.
About the Role
We are looking for an organized, proactive, and people-focused HR Operations, Learner Scheduling & Educator Onboarding Intern to manage learner coordination, session scheduling, educator recruitment, and onboarding at Ostello.
The role will involve communicating with learners and educators, understanding learner requirements, coordinating sessions, supporting educator hiring, completing educator onboarding, maintaining operational records, and ensuring a smooth experience for both learners and educators.
Key Responsibilities
1. Learner Communication & Coordination
Call learners who come through Ostello and understand their requirements.
Explain the session process, timelines, and next steps clearly to learners.
Respond to learner queries related to session scheduling and coordination.
Maintain regular communication with learners until their sessions are successfully scheduled.
Follow up with learners on pending bookings and session confirmations.
Ensure a smooth, professional, and learner-friendly experience throughout the process.
2. Session Scheduling
Coordinate with learners to understand their preferred session dates and timings.
Check the availability of relevant educators.
Match learners with appropriate educators based on their requirements, subject, language, and availability.
Schedule sessions and communicate confirmed details to learners and educators.
Reschedule sessions when required due to changes in learner or educator availability.
Maintain an updated schedule/calendar of all upcoming learner sessions.
Ensure pending scheduling requests are followed up and closed within the required timeline.
3. Educator Recruitment
Support the recruitment of educators across Spoken English, IELTS, French, German, Spanish, and other language-learning programs.
Source educator candidates through LinkedIn, job portals, referrals, and other recruitment channels.
Screen educator profiles based on teaching experience, subject expertise, communication skills, availability, and other requirements.
Conduct initial screening calls with educator candidates.
Understand candidates’ teaching experience, session availability, pricing expectations, and relevant qualifications.
Coordinate interviews, assessments, and demo sessions with shortlisted candidates.
Maintain regular follow-ups with candidates throughout the recruitment process.
Maintain accurate records of applications, screening status, interview status, selection, and onboarding.
4. Educator Onboarding
Coordinate the complete onboarding process for selected educators.
Communicate onboarding requirements, next steps, and operational guidelines clearly to selected educators.
Collect and verify required educator information and documents.
Ensure educators complete their profile, professional photo, introduction video, bank details, and other required information.
Explain Ostello’s session process, scheduling process, platform guidelines, payment process, and operational policies.
Follow up with educators on pending onboarding requirements.
Coordinate with internal teams to ensure newly selected educators are successfully activated and ready to take learner sessions.
Maintain updated records of educator onboarding progress and activation status.
Handle basic educator queries related to onboarding, scheduling, sessions, and operational processes.
5. Educator Coordination
Communicate with educators regarding their availability and session requirements.
Maintain accurate information about educator schedules and available time slots.
Coordinate last-minute changes, cancellations, and rescheduling.
Ensure educators receive all necessary learner and session information before the session.
Follow up with educators regarding open slots and upcoming learner requirements.
Coordinate with educators to ensure sufficient availability during high-demand periods.
6. HR & Operations Support
Maintain accurate records of learner calls, session bookings, cancellations, reschedules, and pending requests.
Maintain records of educator candidates, recruitment stages, onboarding status, and active educators.
Update internal systems, CRM, Google Sheets, Excel, calendars, and other operational tools with relevant information.
Follow up on pending learner bookings and educator onboarding requirements.
Coordinate with internal teams to resolve operational issues related to learner sessions and educators.
Prepare basic reports on learner calls, bookings, completed sessions, pending sessions, cancellations, educator recruitment, and onboarding.
Ensure operational data is accurate and updated on a regular basis.
Support other HR and operations activities as required.
Required Skills & Qualifications
0–1 years of experience in HR operations, recruitment, coordination, customer success, academic operations, or a similar role.
Excellent verbal and written communication skills.
Comfortable speaking with learners, educators, and candidates over the phone.
Strong coordination, follow-up, and relationship-management skills.
Good organizational and time-management abilities.
Ability to manage multiple learners, educators, candidates, and schedules simultaneously.
Comfortable working with Google Sheets, Excel, calendars, CRM tools, and similar systems.
Strong attention to detail and record-keeping skills.
Professional, patient, proactive, and learner-friendly approach.
Ability to handle last-minute changes, scheduling challenges, and operational issues calmly.
Willingness to learn and take ownership of HR and operations processes.
Key Performance Indicators (KPIs)
Learner Operations
* Number of learner calls successfully completed.
* Learner-to-session conversion rate.
* Average turnaround time for scheduling a session.
* Percentage of sessions successfully scheduled without delay.
* Follow-up completion rate.
* Session cancellation/rescheduling rate.
* Learner satisfaction and quality of communication.
* Accuracy of scheduling and operational records.
Educator Recruitment & Onboarding
* Number of educator candidates sourced and screened.
* Candidate-to-interview conversion rate.
* Interview-to-selection conversion rate.
* Number of educators successfully onboarded.
* Average onboarding turnaround time.
* Onboarding completion rate.
* Follow-up completion rate for pending onboarding requirements.
* Accuracy of educator recruitment and onboarding records.
* Number of successfully activated educators.
Ideal Candidate
The ideal candidate is highly organized, approachable, proactive, and comfortable speaking to people on the phone.
They should enjoy recruitment, coordination, follow-ups, and people management, and have the ability to manage multiple learners, educators, and candidates simultaneously.
The candidate should be detail-oriented, responsible, patient, and capable of handling last-minute scheduling or operational challenges while maintaining a professional experience for learners and educators.
They should also be comfortable taking ownership of tasks, working in a fast-paced startup environment, and learning new HR and operational processes quickly.

Work arrangement
Yes