Recruitment Operations & Executive Support Coordinator (AO-13983)

ABOUT ACCESS OFFSHORING:

We specialise in providing Australian businesses with experience and qualified professionals based in the Philippines. Not only does our team of recruiters have extensive experience in sourcing and recruiting offshore talent we also help Australian businesses implement best practice when it comes to building an offshore team.

ABOUT THE CLIENT:

Our Client is a relationship-driven Australian recruitment business specialising in strategic hiring headhunting and helping businesses attract high-performing unicorn talent across sales operations and leadership roles.

The business operates with a highly consultative and personalised approach. Strong communication organisation initiative and attention to detail are critical to success in this role.

JOB SUMMARY:

This role is designed to become the operational backbone of a fast-moving Australian recruitment and consulting business.

We are not looking for a traditional virtual assistant. We are looking for a highly organised proactive tech-savvy operations support person who thrives on creating structure maintaining systems improving workflows and helping a busy business owner stay focused on high-value activities. The successful person will become a trusted extension of the business and play a critical role in supporting recruitment operations executive administration workflow coordination backend lead generation support systems management and business organisation.

KEY RESPONSIBILITIES:

• Recruitment Operations Support (40%)
  

• Lead Generation & CRM Administration (25%)
  

• Executive & Personal Administration Support (20%)
  

• Systems Workflow & Process Coordination (10%)
  

• Light Marketing Operations Support (5%)
  

Recruitment Operations Support (40%)

• Upload and manage candidate information within JobAdder
  

• Format resumes and candidate profiles professionally
  

• Coordinate interviews and confirmations
  

• Maintain candidate and client records
  

• Upload transcripts and notes into systems
  

• Organise SharePoint folders and documents
  

• Support candidate care and follow-up
  

• Manage Paiger and ROI-AI administrative workflows
  

• Support NPA Marketplace uploads and administration
  

• Assist with shortlist preparation and recruitment workflow coordination
  

Lead Generation & CRM Administration (25%)

• Research companies and decision-makers
  

• Build prospect and contact lists
  

• Source phone numbers and emails
  

• Upload/export data between Apollo LinkedIn and JobAdder
  

• Maintain CRM accuracy and database hygiene
  

• Prepare prospect lists for campaigns and outreach
  

• Monitor competitor and market activity
  

• Assist with list building and data enrichment
  

Executive & Personal Administration Support (20%)

• Organise calendar updates and reminders
  

• Assist with inbox and follow-up management
  

• Convert rough notes and voice notes into structured documents
  

• Create and tidy professional documents and templates
  

• Maintain Trello boards and workflow tracking
  

• Organise networking reminders and events
  

• Support meeting preparation and summaries
  

• Help maintain operational organisation across the business
  

Systems Workflow & Process Coordination (10%)

• Create and maintain SOPs and process documentation
  

• Use Loom and ScribeHow to document workflows
  

• Identify repetitive tasks and process improvement opportunities
  

• Maintain Trello and workflow systems
  

• Support workflow automation and AI tools
  

• Ensure operational consistency across systems
  

Light Marketing Operations Support (5%)

• Schedule LinkedIn content
  

• Reply to LinkedIn message send anniversary new role and birthday messages
  

• Assist with Canva formatting and simple graphics
  

• Format newsletters and documents
  

• Upload and organise marketing content
  

• Assist with candidate marketing campaigns
  

• Support posting jobs and business updates
  

• Work from Home Allowance
  
• HMO for you and a dependent
  
• 20 Days Annual Leave AND 5 Days Sick Leave
  
• Government Benefits and 13th Month Pay
  
• Computer Equipment
  
• Opportunities for growth
  

• Required Skills:

  SKILLS & QUALIFICATIONS: Must-Have / Non-Negotiable Traits The successful candidate MUST demonstrate the following: Strong written and spoken English High attention to detail Strong organisational ability Proactive communication Initiative and ownership Tech confidence and fast learning ability Process-oriented thinking Ability to manage multiple workflows simultaneously Confidence asking questions when unclear Reliable internet and professional home office setup Calm and professional communication style Ability to work independently once trained We are specifically looking for someone who takes ownership and thinks ahead rather than someone who only waits for instructions. Preferred Experience The ideal candidate may have experience in: Recruitment coordination Executive assistant or operations support roles CRM/database administration Australian recruitment industry support Experience working with Australian businesses Apollo JobAdder or LinkedIn Recruiter Trello SharePoint or Canva AI and workflow tools