Recruiting Administration Assistant – Candidate Updates

HRS Talent Solutions; City of Langley; Remote; CAD 58,000 - 61,000; Full time

Job summary

HRS Talent Solutions is seeking a Recruiting Administration Assistant – Candidate Updates for a remote, full-time role in Canada. You will send approved messages at defined stages and ensure applicant records align with instructions, recording what was sent.

This position supports a recruiting team through customer service and office administration while maintaining privacy and accurate communications with applicants.

Qualifications

• Prior recruiting experience is not required.
• Customer service or office administration background is acceptable.
• Comfort with online tools and maintaining careful records.

Responsibilities

• Review approved applicant stage updates in the tracking system.
• Match each message to the correct person and opening.
• Send or prepare the employer's approved status language.
• Record the date and channel of an update.
• Flag mismatched stages, duplicate notices, and returned emails.
• Route requests for feedback or accommodations to the recruiter.
• Protect candidate information under access rules.

Job description

Recruiting Administration Assistant – Candidate Updates

Remote | Customer Service | Candidate Progress Messages

Full-time • 58,240–61,360 per year

People who apply for a job deserve clear information about where they stand. The Recruiting Administration Assistant – Candidate Updates sends approved messages at defined stages, checks that the applicant record matches the instruction, and records what was sent. This remote role supports a recruiting team through customer service and office administration. You will not make hiring decisions or promise an outcome before the recruiter approves it.

Match the message to the stage

A candidate awaiting an interview needs a different update from someone whose application is still under review. Confirm the correct opening and status before selecting a message. If a recruiter changes a stage, use the latest instruction and avoid sending an outdated notice that contradicts it. A bounced email or candidate reply should remain visible in the online applicant system. If someone asks for detailed feedback, refer the question to the recruiter under the employer's process.

This work needs courtesy and privacy. Do not include another applicant's name or a confidential interview note in a bulk message. Some updates may be sent individually, while others use a reviewed batch. Check the recipient list and preview before a permitted send. A reliable record of timing helps the team answer later questions without guessing.

Applicants appreciate a clear status even when the answer is that a decision has not yet been made. Check the recruiting team's approved stage and recipient list before sending a message. A completed interview is not an offer, and an automated note should not suggest otherwise. If an applicant asks for feedback that the recruiter has not approved for release, acknowledge the question and route it rather than improvising a reason. Record what was sent and any delivery problem so the recruiter knows which people actually received an update.

Assigned tasks

• Review approved applicant stage updates in the tracking system.
• Match each message to the correct person and opening.
• Send or prepare the employer's approved status language.
• Record the date and channel of an update.
• Flag mismatched stages, duplicate notices, and returned emails.
• Route requests for feedback or accommodations to the recruiter.
• Protect candidate information under access rules.

Prior recruiting experience is not required. Customer service or office administration work may have taught you clear replies and careful records; the company can teach its applicant system and message policy. You should be comfortable with online tools and understand how stressful an unclear hiring process can be.

This remote position may offer either a full-time schedule. A private home office or equivalent setting helps protect applicant information. The hiring company will confirm tools and hours.

A message needs the right audience

• An application was received but has not been reviewed.
• The person has been invited to an interview.
• A requested document is still outstanding.
• The recruiter has approved a decision notice.
• A candidate withdrew and should not receive another invitation.
• An email failed and needs an approved follow-up route.

Before a batch send

• Confirm the opening and stage for each recipient.
• Preview the message and any personalization fields.
• Remove anyone whose status changed since the list was built.
• Check whether a prior notice was already sent.
• Use the approved sign-off for the relevant employer.
• Record the send and exceptions in the applicant system.

A timely update should be accurate rather than merely fast. If a status conflicts with a recruiter's instruction, pause the affected record for clarification and continue only with confirmed recipients.

A candidate may reply to a stage notice with a scheduling question or correction to their contact information. Route the question to the recruiter and update only the fields your access permits. If the applicant asks not to be contacted about an opening, follow the employer's process rather than leaving them in an automated batch. Training will show you how to handle withdrawn applications and returned messages. A respectful response is important even when the team cannot provide more detail about a decision.