Recruitment & Admin Assistant

I8IS - Infiniti Software Solutions; Vaughan; On-site; CAD 21,000 - 30,000; Full time

Job summary

Infiniti Software Solutions in Woodbridge, Ontario is seeking a Recruitment & Administrative Assistant to support front desk operations and collaborate with recruiters to source, screen, and onboard candidates. This dual-focus role helps maintain a smooth workflow in a fast-paced agency.

The candidate should be fluent in Spanish or Tagalog, proficient with MS Office and ATS software, and able to manage calendars, screenings, and onboarding documentation with professionalism.

Qualifications

• Fluent in Spanish or Tagalog to screen candidates and assist clients.
• Preferred background in HR, recruitment, or office admin.
• Proficient with MS Office and recruiting/ATS tools.

Responsibilities

• Engage with job seekers about client opportunities and updates.
• Prescreen, coordinate interviews, and manage calendars.
• Guide applicants through profiles, background checks, and compliance.
• Build and maintain an active talent database for clients.
• Greet visitors, answer calls, and route emails accurately.
• Maintain organized candidate files and compliance records.
• Support recruiters and leadership with daily admin tasks.

Skills

Spanish

Tagalog

MS Office

ATS software

Job description

Job Posting: Recruitment & Administrative Assistant

Location: Woodbridge, Ontario

Position Type: Full-Time, On-Site

Compensation: Starting at minimum wage (commensurate with qualifications & experience)

Language Requirement: Spoken fluency in Spanish OR Tagalog (Filipino) is required

About the Opportunity

Are you an organized, energetic professional looking to jumpstart or advance your career in Human Resources and Recruitment? We are a fast-paced employment agency in Woodbridge seeking a Recruitment & Administrative Assistant to join our team. In this dual-focus role, you will serve as the primary ambassador for our front desk operations while collaborating closely with recruiters and account managers to source, screen, and onboard top candidate talent.

Key Responsibilities

Talent Acquisition Support

• Candidate Engagement: Engage proactively with job seekers regarding active client opportunities and application updates.
• Screening & Scheduling: Conduct initial prescreens, coordinate recruiter interviews, and manage calendar schedules.
• Onboarding Management: Guide applicants through profile registration, background checks, and compliance documentation.
• Pipeline Maintenance: Build and update an active database of qualified talent for rapid client deployment.

Office & Administrative Operations

• Front Desk Hospitality: Warmly greet office visitors, clients, and prospective candidates.
• Communications Hub: Direct incoming phone calls, respond to email queries, and route correspondence accurately.
• Data & Records Management: Maintain organized digital and physical candidate files, compliance records, and general agency paperwork.
• Operational Support: Assist recruiters, account managers, and leadership with daily administrative tasks and ad-hoc projects.

Key Qualifications

• Language Skills – Required: Fluent in spoken Spanish or Tagalog (Filipino) to facilitate candidate screening and client support.
• Experience – Preferred: Preferred background in HR, recruitment, customer service, or office administration (employment agency experience is a strong asset).
• Technical Proficiency: Comfortable with Microsoft Office Suite (Word, Excel, Outlook), email systems, phone switchboards, and recruiting/ATS software.
• Essential Skills: Exceptional verbal/written communication, time management, multi-tasking capabilities, and a polished, positive demeanor.
• Commute & Mobility: Reliable personal transportation or a dependable daily commute to our Woodbridge office.
• Legal Eligibility: Legally authorized to work full-time in Canada.

Why Join Us?

• Career Growth: Gain hands-on exposure to full-cycle recruitment, client relations, and HR operations.
• Dynamic Team Environment: Work alongside a collaborative, fast-paced team dedicated to connecting people with great jobs.
• Competitive Progression: Starting pay aligned with minimum wage, with room for salary growth based on skill, performance, and experience.