Capacity Management Administrator

Overview:

The Capacity Management Administrator is responsible for supporting workforce planning, resource allocation, and end-to-end recruitment activities to ensure organisational staffing needs are met efficiently. This hybrid role combines capacity tracking, scheduling, and operational coordination with talent sourcing, candidate management, and hiring support. The ideal candidate is highly organised, detail-oriented, and experienced in both administrative workforce planning and recruitment processes in a fast-paced environment.

Key Responsibilities

• Track all hiring requests (offers and searches) from initiation through final approval.


• Review hiring requests against the IIG Hiring Approval Criteria.


• Maintain accurate and up-to-date records of approval status, timelines, and decision outcomes.


• Follow up with stakeholders to resolve approval delays or missing information.


• Identify and flag risks related to billability and utilisation.


• Serve as a point of contact for key stakeholders regarding hiring approval-related queries.


• Remain available, adaptable, and flexible to support additional requests during periods of increased workload.

Required Skills & Competencies:

• Strong organisational and analytical skills with the ability to manage multiple priorities.


• Proven experience supporting recruitment pipelines and staffing coordination.


• Ability to interpret workforce data and translate it into actionable staffing plans.


• Excellent communication skills for engaging with candidates and internal stakeholders.


• Strong attention to detail, reporting accuracy, and process consistency.


• Ability to work independently in a remote, dynamic, and fast-paced environment.

Preferred Qualifications & Experience:

• Bachelor’s degree in Human Resources, Business Administration, Operations Management, or a related field.


• 3-5 years of professional experience in capacity planning, workforce administration, recruitment, or HR operations.


• Experience in workforce forecasting, scheduling, or resource planning for support or operations teams.


• Strong understanding of recruitment best practices and hiring lifecycle management.


• Experience working with international teams.


• Proactive, solutions-oriented mindset with strong ownership of responsibilities.


• Ability to thrive in a role requiring both operational coordination and talent acquisition support.


• Proficient in the use of Microsoft Office, Google Workspace, BambooHR and any related HR systems for workforce tracking, reporting, and stakeholder coordination.