TA Admin Coordinator

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement — creating an environment where talent can thrive and global companies can grow.

The Talent Acquisition Admin Coordinator plays a vital role in ensuring the seamless execution of recruitment operations. This role is responsible for managing the administrative backbone of Talent Acquisition, from preparing contracts and monitoring pre-employment requirements to maintaining accurate hiring records and coordinating with stakeholders. By ensuring that every step of the candidate journey is well-managed, the TA Admin Coordinator enables the TA team to focus on strategic hiring goals while delivering a smooth and professional experience to candidates and clients alike.

• Draft and prepare Job Offer Letters and Employment Contracts, secure approvals from stakeholders, and release final copies to selected candidates.

• Coordinate and monitor completion of pre-employment requirements, including statutory documents, forms, and background check submissions.

• Endorse candidate documents to background check vendors, track progress, and escalate discrepancies to TA Specialists for resolution.

• Manage candidate communication related to pre-employment and onboarding, including welcome emails, onboarding kits, reminders, and updates.

• Maintain accurate and up-to-date hiring records by updating CORE and other TA trackers with requisitions, candidate details, and compliance status.

• Notify clients and internal stakeholders once candidates are fully cleared and ready to onboard; provide regular updates on candidate status, including those serving notice periods.

• Act as the point of contact for TA-related administrative requests and ensure timely coordination with internal teams.

• Support sourcing initiatives and assist the TA team with candidate pipeline activities as needed.

• Perform ad hoc administrative and operational tasks to support the overall effectiveness of TA operations.

• Bachelor’s degree in Human Resources, Psychology, Business Administration, or a related field

• At least 2-3 years of experience in HR, Recruitment, or Administrative support (experience in TA operations or pre-employment processes is an advantage)

• Strong organizational and time management skills with high attention to detail and accuracy

• Excellent verbal and written communication skills; able to interact confidently with candidates, stakeholders, and vendors

• Proficiency in Google Workspace or MS Office; experience with Applicant Tracking Systems or HRIS is a plus

• Ability to manage multiple priorities in a fast-paced, high-volume environment while maintaining quality and compliance

• Strong sense of ownership, accountability, and discretion when handling sensitive data

• High regard for data privacy, confidentiality, and compliance in line with internal policies and local regulations

• Team player with the ability to collaborate across departments and build positive working relationships

• Problem-solving mindset with the ability to anticipate needs and proactively resolve issues

• Adaptable and resourceful, able to stay composed under pressure and shifting priorities

• Service-oriented with a commitment to providing a positive candidate and stakeholder experience

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.