Recruitment Admin Assistant

Ready to help great people find their next role

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Recruitment Admin Assistant to keep hiring moving — coordinating interviews, maintaining candidate records, and giving every candidate a smooth, professional experience.

Where JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

As a Recruitment Admin Assistant, you'll provide administrative and coordination support to the recruitment function — scheduling interviews across multiple stakeholders, managing candidate data and HR trackers, drafting employment contracts, and facilitating onboarding from offer through to contract signing. You'll be a key point of contact for candidates by phone and email, keeping communication timely and professional throughout the process. It's an entry-friendly role for someone highly organised and detail-oriented, who takes pride in accurate records and a positive candidate experience.

Key Responsibilities

Interview Coordination & Scheduling

• Schedule interviews across multiple stakeholders.
• Coordinate availability between candidates and hiring teams.
• Ensure timely communication of interview details.

Recruitment Administration & Data Management

• Manage HR ticketing systems (e.g. MS Forms, JotForms).
• Maintain and update HR trackers and candidate databases.
• Ensure data accuracy and completeness across records.

Employment Documentation & Contract Preparation

• Draft employment contracts.
• Ensure completeness and accuracy of documentation.
• Coordinate with relevant teams for approvals.

Candidate Onboarding Support

• Facilitate onboarding from offer through to contract signing.
• Maintain regular communication with candidates.
• Ensure a smooth transition into the organisation.

Communication & Candidate Experience

• Communicate with candidates via phone and email.
• Ensure professional, engaging interactions.
• Provide timely updates throughout the recruitment process.

Compliance & Recruitment Support

• Perform basic compliance checks (e.g. working-rights checks).
• Support recruitment processes and documentation requirements.
• Ensure adherence to recruitment procedures.

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
• Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
• Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.

What You'll Need to Succeed

Experience

• 3 years of experience in end-to-end recruitment
• Exposure to interview scheduling, candidate records, or onboarding is a plus

Skills & Behaviours

• Strong verbal and written communication, with the ability to engage candidates professionally over phone and email
• Highly organised with strong attention to detail and accuracy
• Comfortable managing multiple priorities and following defined processes
• Basic understanding of recruitment processes, documentation, and employment compliance (e.g. working-rights checks)

Education

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred

Certifications

• Not required; HR or recruitment-related certifications advantageous

Tools

• Microsoft Office (Excel, Outlook, Word)
• HR ticketing tools (e.g. MS Forms, JotForms)
• Applicant Tracking Systems (ATS) or recruitment trackers

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Behind every great hire is someone like you. Apply now at Smartsourcing.