Recruitment & Learning Administrator

Private Advertiser; Metro Manila; Hybrid; PHP 420,000 - 660,000; Full time

Job summary

Private Advertiser is seeking an experienced Talent & Capability Administrator to provide end-to-end administrative and systems support across recruitment and learning and development. Based offshore with a third-party partner in the Philippines, you will ensure accurate system data, coordinate recruitment activities, support learning programs, and maintain audit-ready records.

You will handle interview scheduling across time zones, pre-employment checks, and onboarding handover, while

Qualifications

• 2+ years in HR, recruitment, or L&D administration.
• Experience coordinating interviews, medicals and screenings across stakeholders.
• Hands-on experience with an ATS and LMS data management, reporting and support.
• Experience in multi-site or multi-country operations (AUS/NZ exposure preferred).
• Experience with third-party or outsourced service delivery is desirable.

Responsibilities

• Schedule and coordinate interviews across stakeholders, time zones, and formats.
• Coordinate pre-employment checks, medicals, reference checks, and right-to-work verifications.
• Screen candidates against role criteria and summarize findings for recruiters.
• Maintain accurate ATS records, requisitions, pipelines and reports.
• Assist with offer packs, contracts, onboarding handover, and document management.
• Maintain training records, attendance, certificates and evidence repositories.
• Generate training and compliance reports for stakeholders.
• Monitor mandatory training and overdue items; escalate as needed.
• Administer LMS modules, enrolments, completion tracking and reporting.
• Create and maintain learning materials, SharePoint pages and forms.
• Coordinate external training bookings, vendors, scheduling and cost follow-up.
• Manage purchase orders, vendor records, quotes, budgeting inputs and forecasts.
• Support audits by providing accurate records and evidence.
• Assist capability initiatives with content owners and stakeholders.

Skills

Interview coordination

ATS administration

LMS administration

Data management

Multi-country coordination

English communication

Microsoft 365

Problem solving

Tools

ATS (Applicant Tracking System)

LMS (Learning Management System)

SharePoint

Microsoft 365

Job description

About the role

The Talent & Capability Administrator provides end-to-end administrative and systems support across recruitment and learning and development functions. Based offshore with a trusted third-party provider in the Philippines, the role helps deliver a seamless candidate and employee experience across Australia and New Zealand by maintaining accurate system data, coordinating recruitment activities, supporting learning programs, and ensuring audit-ready records.

Key responsibilities

• Schedule and coordinate interviews across multiple stakeholders, time zones, and interview formats.
• Coordinate pre-employment medicals, drug and alcohol testing, reference checks, and right-to-work verifications.
• Conduct initial candidate screening against role criteria and provide clear summaries to recruiters.
• Maintain accurate applicant tracking system records, requisitions, pipeline data, and recruitment reports.
• Support offer pack preparation, contract administration, and onboarding handover to People Operations.
• Maintain training records, matrices, attendance data, certificates, evidence, document libraries, and version-controlled records.
• Generate training attendance, completion, compliance, cost, and audit reports for relevant stakeholders.
• Monitor mandatory and overdue training, escalat…
• Administer learning management systems, online learning modules, enrolments, completion tracking, and reporting.
• Create and maintain Microsoft Forms, SharePoint training pages and libraries, and related learning materials.
• Support course publishing, module updates, SCORM exports, rollout communications, reminders, and completion follow-up.
• Coordinate external training bookings, suppliers, schedules, communications, room requirements, equipment, catering, and payment follow-up.
• Create and manage purchase orders, vendor records, quotes, cost information, budgeting inputs, and forecasting data.
• Support internal, external, customer, certification, ISO, safety, quality, and regulatory audits by providing accurate records and evidence.
• Support capability initiatives by coordinating presenters, content owners, stakeholders, communications, participation materials, feedback questionnaires, and progress reporting.
• Act as a first point of contact for system queries from candidates, employees, and HR colleagues.
• Maintain shared inboxes, SharePoint sites, trackers, templates, and folders for the Talent and Capability functions.
• Identify process improvements that enhance efficiency and the candidate and employee experience.
• Ensure activities comply with data privacy requirements, SOX controls, and organisational policies.

What we're looking for

• At least two years of experience in HR, recruitment, or learning and development administration, ideally in a shared services or offshore delivery environment.
• Experience coordinating interviews, medicals, and pre-employment screening across multiple stakeholders.
• Hands-on experience administering an applicant tracking system or learning management system, including data management, reporting, and user support.
• Experience supporting multi-site or multi-country operations, with Australia or New Zealand exposure highly regarded.
• Experience working within a third-party or outsourced service delivery model is desirable.
• Strong spoken and written English communication skills for working with internal and external stakeholders across Australia and New Zealand.
• Excellent organisational and time management skills, with the ability to manage competing priorities and deadlines.
• High attention to detail and accuracy in data entry, scheduling, reporting, and record keeping.
• Confident stakeholder management and customer service skills when working with candidates, hiring managers, vendors, and HR colleagues.
• A proactive problem-solving approach and the ability to recommend practical solutions.
• Discretion and professionalism when handling confidential and sensitive information.
• Working knowledge of recruitment processes, learning and development administration, learning management systems, compliance reporting, and HR data privacy principles.
• Awareness of compliance frameworks, audit controls, and the importance of accurate documentation.
• Proficient working knowledge of Microsoft 365, including Outlook, Teams, SharePoint, Excel, and Word.
• Exposure to Microsoft Copilot or workflow automation tools is desirable.