Recruitment Offer Document Assistant

HRS Talent Solutions; McKinney (TX); Remote; USD 61,000 - 66,000; Full time

Job summary

HRS Talent Solutions is seeking a Recruitment Offer Document Assistant to support remote delivery of offer documents. The role ensures the correct candidate, opening, and version are used, and that delivery is recorded with any access issues noted.

The recruiter retains decisions on terms and acceptance. The ideal candidate combines office administration accuracy with customer service for candidate inquiries, while maintaining privacy and a precise audit trail.

Qualifications

• Experience with document handling and delivery workflows.
• Ability to verify recipient and version before sending.
• Attention to privacy and file security practices.

Responsibilities

• Review approved offer delivery instructions and ensure correct pairing of candidate, opening, and document version.
• Record delivery status, bounce, or access issues in the system.
• Route terms, compensation, and acceptance questions to the recruiter.
• Protect confidential candidate information during all steps of the process.
• Maintain clear history of sent documents and any access problems for audit purposes.

Job description

Recruitment Offer Document Assistant

Remote | Full-time

A delivery check before the link goes out

A candidate should receive the offer document the recruiter approved for that candidate and opening. In this remote recruitment support job, you confirm the recipient and file version, send through the approved online channel, and record delivery or an access problem. It combines office administration accuracy with a customer service approach to simple candidate questions. The recruiter retains all decisions about terms, revisions and acceptance.

A revision can arrive after an earlier offer was prepared. Compare the current authorized file with the recipient and role before sending anything. A system notification that a message was sent does not prove the candidate opened the document; label delivery, access and response separately. When a link fails, note the specific error for the document owner. Do not move a confidential file into ordinary email merely to make the process faster. The goal is an accurate trail from approved file to confirmed delivery route.

Candidates may ask whether a document has been changed or when an answer is due. Acknowledge the question and send it to the recruiter rather than interpreting the terms. If the candidate has difficulty opening a secure link, follow the permitted access instructions and record what was tried. A calm, specific reply can remove a simple obstacle without making an unauthorized commitment. The team can train someone new to recruiting on these distinctions; attention to names, versions and privacy is the starting skill.

Exact version and exact person

An offer may be revised after a discussion. Use the version the recruiter has authorized and verify the correct candidate and opening. If the electronic delivery link fails, flag it through the secure process rather than attaching a private document to a personal email. If the candidate asks what a clause means, refer the question to the recruiter or authorized specialist. You can explain how to access the document using approved instructions, not what terms they should accept.

A private home office is appropriate when working with candidate documents.

The online record should show when the file was sent, whether the system delivered it, and any access problem. A candidate's receipt is not the same as acceptance. If a corrected offer replaces an earlier one, keep the history under the employer's rules so the team knows which document is current. A clear handoff can prevent a second file from being sent in error.

Routine responsibilities

Review approved offer delivery instructions. Match the candidate, opening, and current document version. Send through the designated secure online tool.

Record delivery, bounce, or access status. Help with basic link or file-access questions. Route terms, compensation, and acceptance questions to the recruiter.

Protect confidential candidate information.

A document request is complete only when the person receives the approved material or the delivery issue has a clear owner. Check the version and intended audience before sharing a link. If the recipient reports that the file will not open, verify the permitted access setting and refer any permission change to the document owner. Do not email a restricted attachment as a shortcut.

The hiring team will explain which requests are routine and which need review. An office record should show the requested document, what was sent, the date, and any unresolved access problem. This allows a customer service colleague to answer a later question without guessing which version the person saw. A beginner can learn this work through examples and a short checklist.

Pay: $61,200 - $66,000 per year