Recruitment Operations Coordinator

Staff Domain

Recruitment Operations Coordinator providing administrative and marketing support to the Recruitment Team. Focused on enhancing client and candidate experiences in hybrid role.

Posted 7/21/2026full-timeOrtigas • 🇵🇭 PhilippinesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in executive support, recruitment coordination, and administrative management, with a strong focus on communication, organization, and compliance. Proficient in managing multiple priorities and delivering high-quality work in fast-paced environments.

Highest-signal resume keywords

Executive SupportRecruitment CoordinationMicrosoft OfficeSharePoint ManagementAttention to Detail

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

AdministrationDatabase ManagementInterview CoordinationDocument PreparationInvoicing ManagementJob PostingCompliance SupportProject CoordinationMarketing SupportProcess Improvement

Soft Skills

Strong InitiativeProblem SolvingExcellent CommunicationRelationship BuildingAdaptability

Tools & Technologies

ATSCRMVincereXeroHubDoc

Industry Keywords

RecruitmentClient CommunicationOffice OperationsBusiness DocumentationBrand Consistency

About the role

Key responsibilities & impact

Provide high-level executive and personal assistant support to the Director.
Manage and respond to the Director's emails, escalating where required.
Coordinate diary management, meetings, travel arrangements, and calendars.
Act on behalf of the Director when communicating with clients and candidates.
Support business initiatives, projects, and ad hoc requirements.
Coordinate team one-on-ones and monthly meetings.
Respond to daily emails and manage inbox communications.
Answer incoming calls and manage enquiries.
Coordinate day-to-day office operations and administrative functions.
Manage SharePoint and filing systems ensuring accuracy, compliance and organisation.
Maintain company documents, templates, and records.
Coordinate office supplies, IT equipment, maintenance and facilities.
Liaise with IT support, suppliers, legal providers, and external stakeholders.
Manage business insurances, registrations, and subscriptions.
Support compliance updates and document amendments.
Ensure all communications align with company branding and Tone of Voice.
Assist in maintaining a paperless office environment.
Manage job postings across SEEK, Indeed, LinkedIn and website platforms.
Prepare job folders for Recruitment Team online and create job records in Vincere ATS.
Monitor candidate applications and distribute to consultants.
Research and resource candidates for recruitment consultants on LinkedIn for open jobs.
Coordinate interviews between clients and candidates.
Communicate with clients and candidates throughout the recruitment process.
Prepare proposals, recruitment agreements and candidate documentation.
Trigger and manage reference checks through Referoo and survey processes.
Maintain accurate records in Vincere and SharePoint.
Assist with in-house marketing campaigns and initiatives.
Prepare and distribute branded documents, proposals, and marketing collateral.
Support job ad creation and content development.
Coordinate with external copywriters, designers, and marketing providers.
Contribute to brand consistency and presentation across all materials.
Post website job updates, EDM’s (e-newsletters) and LinkedIn content.
Coordinate invoicing requests with accounts/bookkeeper.
Email accounts with invoicing requirements and documentation.
Manage invoice records, receipts, and expense tracking (e.g. via Xero/HubDoc).
Assist with recruitment consultant billing tracking and reporting.
Liaise with bookkeeper to manage financial documentation.
Support preparation of tenders, RFQs, and proposal submissions.
Assist with business documentation updates, agreements, and compliance changes.
Coordinate internal projects and process improvements.
Assist with strategic initiatives and business planning activities.
Contribute to improving systems, workflows, and efficiencies.
Maintain records of billings and business performance tracking.
Maintain high level service satisfaction within the team, candidates, clients and external service providers and account managers (i.e. Seek, Referoo, LinkedIn).

Requirements

What you’ll need

Has previous experience in administration, recruitment coordination, executive support, or a similar role.
Highly organised with the ability to manage multiple priorities and deadlines in a fast-paced environment.
Demonstrates strong initiative, a proactive approach, and the ability to solve problems independently.
Has excellent written and verbal communication skills and can build strong relationships with internal and external stakeholders.
Has strong attention to detail and takes pride in delivering accurate, high-quality work.
Is tech-savvy and confident using multiple systems, including ATS, CRM, Microsoft Office, and SharePoint.
Has experience supporting recruitment activities, including interview coordination, candidate communication, and database management.
Is adaptable, reliable, and comfortable working across administration, recruitment, marketing, and business operations.
Maintains a professional, solutions-focused approach and takes ownership of tasks from start to finish.
Is committed to delivering an exceptional experience for candidates, clients, and colleagues.

Benefits

Comp & perks

HMO, dental, and life insurance for you and one free dependent from day one, with the option to add more.
Uncapped placement incentives.
Ongoing training and upskilling opportunities.
Paid leaves including birthday, vacation, medical, and maternity, with up to 6 vacation days convertible to cash on your anniversary.
Employee engagement activities such as year-end party, family day, team building, and more.