Recruitment Operations Coordinator

Jobtailor; Eastern Manila District; On-site; PHP 240,000 - 400,000; Full time

Job summary

Jobtailor in Manila is seeking an experienced administrator to provide high‑level executive and personal assistant support to the Director, manage communications, calendars, and travel, and act as a liaison with clients and candidates.

You will coordinate recruitment activities, maintain SharePoint and Vincere records, handle invoicing and marketing support, and help streamline office operations while upholding the company’s branding and efficiency standards.

Qualifications

• Has experience in administration, recruitment coordination, executive support, or similar roles.
• Highly organised with the ability to manage multiple priorities and deadlines.
• Proactive with strong problem-solving abilities and initiative.
• Excellent written and verbal communication; builds relationships with stakeholders.
• Tech-savvy across systems including ATS, CRM, Microsoft Office, and SharePoint.
• Experience supporting recruitment activities, including interview coordination and candidate communication.
• Adaptable, reliable, and capable across administration, recruitment, marketing, and business operations.
• Maintains a professional, solutions-focused approach and ownership of tasks.

Responsibilities

• 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.
• 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.
• Prepare job folders for Recruitment Team online and create job records in Vincere ATS.
• Monitor candidate applications and distribute to consultants.
• Coordinate interviews between clients and candidates.
• 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.
• Post website job updates, EDM’s and LinkedIn content.
• Coordinate invoicing requests with accounts/bookkeeper.
• Email accounts with invoicing requirements and documentation.
• Manage invoice records, receipts, and expense tracking.
• Assist with recruitment consultant billing tracking and reporting.
• Liaise with bookkeeper to manage financial documentation.
• 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.

Skills

Executive Support

Recruitment Coordination

Microsoft Office

SharePoint Management

Attention to Detail

Tools

Vincere

Xero

HubDoc

ATS

CRM

Job description

• 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.
• 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.
• 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.

Core Competencies

Demonstrates expertise in executive support, recruitment coordination, and administrative management, with a strong focus on communication, organization, and compliance. Proficient in managing multiple priorities and delivering high-quality work in fast-paced environments.

Highest-signal resume keywords

• Executive Support
• Recruitment Coordination
• Microsoft Office
• SharePoint Management
• Attention to Detail

ATS Optimization Keywords

Hard Skills

• Administration
• Database Management
• Interview Coordination
• Document Preparation
• Invoicing Management
• Job Posting
• Compliance Support
• Project Coordination
• Marketing Support
• Process Improvement

Soft Skills

• Strong Initiative
• Problem Solving
• Excellent Communication
• Relationship Building
• Adaptability

Industry Keywords

• Recruitment
• Client Communication
• Office Operations
• Business Documentation
• Brand Consistency

Tools & Technologies

• ATS
• CRM
• Vincere
• Xero
• HubDoc