Recruitment Coordinator
2 weeks ago
Work Schedule: 9:00 AM – 6:00 PM AEDT | 6:00 AM – 4:00 PM PHT
Employment Type: Full-time
Ready to do work that actually excites you?
We're looking for a highly organized and resourceful Recruitment Coordinator to join our team. In this role, you'll provide end-to-end support to ensure the smooth delivery of recruitment processes, client communication, and business operations. You'll manage scheduling, documentation, candidate coordination, and digital systems—maximizing the productivity of the Founder & Director while serving as the vital link between clients, candidates, and internal stakeholders. By keeping workflows efficient and communication seamless, you'll help drive operational excellence and contribute to the team's overall success.
What You'll Do
Recruitment Coordination
- Coordinate end-to-end recruitment activities, including candidate communication, interview scheduling, and status tracking.
- Maintain and update candidate records in Invenias, ensuring data accuracy and smooth pipeline management.
- Prepare weekly candidate pipeline summaries for review and reporting.
- Assist in job briefing documentation, follow-ups, and coordination with clients and candidates.
- Manage the executive inbox using the Buy Back My Time framework: triage messages, summarize key actions daily, and handle routine correspondence.
- Monitor and respond to recruitment-related emails (candidates, clients, partners) to ensure timely communication.
- Schedule and confirm meetings with clients and candidates; manage Zoom/Teams links and block focus or travel time.
- Prepare briefing notes, meeting packs, and relevant documentation in advance.
- Monitor and respond to inquiries sent to the internal email, including candidate registrations and website form submissions.
- Ensure all new candidate interactions are logged in Invenias with accurate data and status
- Post and update job advertisements on the company website based on consultant briefing notes.
- Coordinate with the recruitment team to ensure job listings remain accurate and up to date.
- Receive and process call recordings, format summary notes, and upload them into Invenias for documentation and follow-up.
- Maintain organized digital folders and file naming conventions across Dropbox, Invenias, and WordPress.
- Ensure templates, contracts, and client/candidate documents are properly stored and accessible.
- Liaise with technical partners to ensure recruitment tools and digital systems operate efficiently.
- Troubleshoot issues and escalate as required.
We're looking for someone who:
- Has at least 3 years of experience in administrative or coordination roles, ideally within recruitment or professional services.
- Possesses excellent written and spoken English, with strong attention to detail and follow-through.
- Demonstrates familiarity with recruitment processes and an understanding of professional service environments.
- Communicates proactively and maintains a high level of confidentiality and discretion.
- Is confident using digital tools such as Invenias, LinkedIn Recruiter, WordPress, Gmail/Outlook, and Quill.
- Is organized, dependable, and able to manage multiple priorities with accuracy and professionalism.
Why You'll Love Working Here
- HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
- Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
- Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more
If you're thinking, "this sounds like me," it probably is. Click apply. We can't wait to meet you.
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