Are you a detail-oriented and proactive administrator who enjoys supporting people and keeping processes running smoothly
We're looking for a Recruitment Administrator to join our team and play a key role in candidate coordination, documentation management, operational support, and work permit processing.
This is a hands-on role where efficiency, accuracy, and seamless execution truly make all the difference.
What You'll Be Doing
Candidate Coordination & Screening
- Conducting initial phone screenings to pre-assess candidates for suitability
- Coordinating interviews across multiple stakeholders, confirming schedules, sending invites & reminders
- Collecting interview feedback and ensuring timely updates are shared with candidates and hiring managers
- Managing candidate communication channels to ensure a smooth, consistent experience
Documentation & Compliance
- Managing the collection, verification, and secure storage of candidate documents
- Preparing and organizing documentation for work permit, visa, and compliance processes
- Ensuring all submitted documents meet internal standards and government requirements
- Updating and maintaining accurate records across the CRM, ATS, shared folders, and internal trackers
Operational & Administrative Support
- Preparing offer letters, employment contracts, and onboarding packs for new hires
- Creating and maintaining recruitment trackers, pipelines, and daily reports
- Supporting day-to-day administrative tasks such as data entry, filing, follow-ups, and scheduling
- Coordinating medical tests, background checks, and other pre-employment formalities
- Liaising with internal departments (HR, PRO, payroll, operations) to follow up on pending tasks
- Assisting with job postings, updating recruitment dashboards, and ensuring role adverts are current
- Managing general inboxes, responding to candidate queries, and routing emails appropriately
- Ensuring all processes are followed consistently and identifying areas to improve efficiency
Onboarding & Process Support
- Preparing onboarding schedules and ensuring new hires have all required documentation
- Coordinating with IT/operations teams for equipment requests, access cards, and system setup
- Tracking probation timelines, documentation renewals, and onboarding compliance tasks
What You Need to Bring
- Strong organizational skills with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously
- Excellent communication skillsclear, professional, and confident when dealing with candidates and internal teams
- High attention to detail, ensuring accuracy in documentation, data entry, and compliance processes
- Proactive and resourceful mindset, able to anticipate needs, solve problems, and keep processes moving
- Ability to handle confidential information with discretion and professionalism
- Experience using ATS, CRM, or HR systems (or the ability to learn quickly)
- Strong administrative and coordination skills, especially in scheduling, documentation management, and follow-ups
