Talent Acquisition Admin Assistant

Job Description

WORK WITH US! Immerse yourself in a high-performance culture where your learning curve is constantly accelerated, empowering you to stay a cut above your peers. In this role, you will play a key part in supporting high-stakes initiatives that drive our organization forward. As our Talent Acquisition Administrative Assistant , you will be the backbone of our hiring operations. You will keep our recruitment engine running at peak efficiency by ensuring all hiring documentation is flawless, compliant, and processed on time. By eliminating backlogs, managing candidate records, and powering our daily operations, you will directly enable the team to deliver an exceptional candidate experience. 1. Duties and Responsibilities Eliminate recruitment documentation backlogs by processing, organizing, and completing candidate records, hiring documents, and onboarding requirement within established service level agreements (SLAs). Maintain complete, accurate, and audit-ready recruitment files for all active and completed hiring transactions, ensuring compliance with company policies and regulatory requirements. Prepare, validate, and release recruitment documents including employment offers, contracts, pre-employment requirements, onboarding checklists, and related personnel forms with minimal errors. Monitor the status of candidate documentary requirements and proactively coordinate with candidates, hiring managers, agencies, and internal stakeholders to ensure timely submission and completion. Update and maintain recruitment trackers, applicant databases, HRIS, and document repositories, ensuring that hiring records are accurate and current at all times. Perform regular document audits to identify missing, incomplete, or outdated records and implement corrective actions to maintain data integrity. Coordinate scheduling and administrative logistics for interviews, assessments, pre-employment medical examinations, and onboarding activities as required. Support the Talent Acquisition team by preparing recruitment reports, document status updates, and hiring metrics related to documentation turnaround and backlog reduction. Recommend and implement process improvements, filing standards, templates, and administrative controls that improve documentation efficiency and reduce processing delays. Ensure confidentiality, proper safekeeping, and secure handling of all applicant and employee information in compliance with company policies and applicable data privacy regulations. 2. Job Specifications Bachelor's degree in Human Resources, Psychology, Business Administration, Office Administration, or a related field. Fresh graduates are encouraged to apply. Experience in recruitment administration, HR documentation, records management, or clerical work is an advantage. Behavioral Competencies Grit : Keeps pushing through big stacks of paperwork and tight deadlines without giving up. Commitment to Excellence : Double-checks every document so contracts and candidate files are always error-free. Integrity : Keeps candidate personal info safe, private, and strictly confidential. Collaboration : Builds good working relationships with candidates, managers, and teammates to keep the hiring process moving smoothly. Accountability : Takes full responsibility forgetting candidate papers done on time without needing to be reminded. Customer Focus : Dedication to providing a fast, smooth, and positive experience for candidates and hiring managers as internal clients. Technical Competencies Recruitment Document Management : Proficiency in drafting, verifying, and organizing complete, audit-ready candidate records and contracts. HRIS Proficiency (HRWeb) : Skill in navigating and maintaining accurate candidate data within the HRWeb system. Database & Tracker Administration (Google Sheets) : Ability to structure, update, and manage candidate data in Google Sheets to track hiring progress. Data Presentation & Reporting (Google Slides & Sheets) : Skill in converting recruitment metrics and backlog data intosimple, visual reports. Digital Communication & Scheduling Tools (WhatsApp & Google Meet) : Capability to use WhatsApp and Google Meet for efficient stakeholder communication, interview logistics, and remote coordination. Benefits Company events Application Question(s): What is your salary expectation? Work Location: In person