Recruitment Operations Coordinator | AU | Hybrid in Ortigas

• 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
  


• Recruitment & Candidate Coordination
  


• 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
  


• Business Operations & Projects
  


• 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

• 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

• 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.