Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We're seeking a Recruiting Assistant. This role is designed for a highly organized, detail-oriented professional who thrives in fast-paced, structured environments and enjoys supporting recruiting operations.
You'll play a key role in ensuring recruiting workflows run smoothly by coordinating interviews, maintaining accurate data, supporting internal communication, and improving processes to deliver an excellent candidate experience.
Location: Must be in Colombia – Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 8:00 AM – 5:00 PM EST.
Contract: Non-fixed Term Colombian Contract.
Requirements
(Must-Haves)
- 2+ years of experience in recruiting coordination, sales support, project coordination, or administrative roles
- Strong experience managing calendars and scheduling across multiple stakeholders
- Proficiency with Google Workspace and CRM systems (ATS experience preferred)
- Excellent written and verbal English communication skills
- High attention to detail and strong organizational ability
- Ability to manage multiple priorities in a fast-paced environment
Preferred Qualifications (Nice-to-Haves)
- Experience supporting a staffing or recruiting firm
- Experience with applicant tracking systems such as Bullhorn
- Familiarity with reporting metrics and tracking performance data
Skills & Competencies
- Strong follow-through and accountability
- Ownership mentality — proactively identifying gaps and solving problems
- Process-oriented mindset
- Ability to work independently in a fully remote environment
- Professional, friendly, and candidate-focused communication style
Education: Technical, Technologist, or Bachelor's degree (preferred).
Experience: 2+ years in recruiting coordination, sales support, project coordination, or administrative roles.
Skills: Calendar management, CRM/ATS systems (preferably Bullhorn), Google Workspace, reporting and data tracking, strong written and verbal communication in English.
Characteristics: Detail-oriented, proactive, highly organized, strong follow-through, accountable, process-driven, and able to work independently.
Responsibilities
Recruiting Coordination & Scheduling
- Coordinate and schedule candidate interviews across multiple recruiters and clients
- Manage calendar workflows, availability confirmations, and rescheduling as needed
- Ensure all interview logistics (Zoom links, confirmations, documentation) are properly organized and distributed
- Maintain clear communication with candidates to ensure a smooth interview experience
CRM & Data Management
- Maintain and update CRM records with high accuracy
- Ensure candidate profiles, interview stages, and notes are properly documented
- Identify duplicate records and perform data clean-up
- Follow internal sales/recruiting tracking rules to ensure opportunities are assigned correctly
Internal Communication & Team Support
- Partner closely with Recruiters to provide status updates and ensure process flow
- Follow up with team members to confirm next steps are completed
- Assist in distributing leads or candidate information uncovered during interviews
- Help ensure internal communication remains clear and organized
Reporting & Process Improvement
- Assist in generating recruiting activity reports
- Track interview volume, response times, and workflow efficiency
- Identify bottlenecks and recommend process improvements
- Support documentation of internal best practices
Administrative Support
- Organize digital files and recruiting documentation
- Assist with preparing summaries, internal updates, and recruiting metrics
- Support ad hoc administrative tasks as assigned
