Recruitment Administrator

COMPANY OVERVIEW

ABOUT FREE YOUR TIME NOW INC. (FYT)

Free Your Time Now Incorporated (FYT) is a Philippine-based support organization registered in Cavite, with a facility in Cebu, and owned by two Australians and one Filipina. In partnership with Increase International, we provide administration, project coordination, compliance, and operational support services, and we maintain ISO-certified standards in quality and information security.

Our core business includes virtual assistant and administrative support, using skilled people, effective processes, and technology to help clients operate more efficiently. We also support companies working toward ISO certification through the preparation and improvement of their processes and documentation.

Our core values are customer focus, integrity and compliance, excellence and quality, innovation and adaptability, collaboration and respect, security and privacy, and accountability. We value people who are willing to learn, adapt to change, take ownership of their responsibilities, and consistently deliver reliable, high-quality work.

JOB OVERVIEW

We are looking for a Recruitment Administrator to join our team who is organised, process-driven, and can work in a fast-paced, deadline-driven environment while providing recruitment and onboarding administrative support remotely.

As a Recruitment Administrator, you will support the client's recruitment and onboarding function by coordinating interviews, managing candidate communications, preparing onboarding documentation, and maintaining accurate records within the client's recruitment and HR systems. The client's processes are already mapped, and full training, including system access, will be provided.

Ultimately, you should be able to manage recruitment and onboarding administration tasks accurately and produce high-quality work with little supervision.

DUTIES AND RESPONSIBILITIES

• Recruitment support

o Coordinate and schedule candidate interviews between candidates and hiring managers

o Manage the recruitment inbox and respond to candidate queries in a timely, professional manner

o Post job advertisements across relevant platforms and maintain accurate records in the applicant tracking system

o Conduct initial candidate screening tasks (e.g., document checks, reference checks) as directed

o Prepare and issue offer letters, employment contracts, and pre-employment documentation

o Track candidate progress through each stage of the recruitment pipeline and update statuses accordingly

• Onboarding support

o Collect, verify, and file new starter documentation, including tickets, medicals, and other required documents (e.g., identification, right-to-work checks, qualifications, licences)

o Create new employee profiles and set up new starter records in the relevant HR/payroll systems, following the client's mapped onboarding process

o Coordinate induction schedules, first-day arrangements, and system/equipment access requests for new starters

o Follow up with new starters, hiring managers, and internal teams on outstanding onboarding requirements

o Maintain accurate and up-to-date recruitment and onboarding trackers, registers, and reports

• General administration

o Provide general administrative support to the recruitment and HR function, including diary management, meeting scheduling, and document preparation

o Prepare, format, and proofread letters, forms, templates, and reports in line with the client’s document and branding standards

o Maintain electronic filing systems, document registers, and folder structures (e.g., SharePoint), applying correct naming conventions and version control

o Monitor and triage shared inboxes, actioning routine correspondence and redirecting items to the appropriate person

o Take, distribute, and follow up minutes and action items from recruitment and HR meetings

o Complete accurate data entry and maintain spreadsheets, databases, and trackers used by the recruitment and HR team

o Prepare routine and ad hoc reports, such as weekly recruitment status, time-to-fill, and outstanding compliance items

o Raise, track, and reconcile purchase orders and invoices relating to job advertising, pre-employment checks, and recruitment suppliers

o Order and coordinate stationery, equipment, and other resources required for new starters and recruitment activities

o Archive candidate and employee records in accordance with the client’s retention, privacy, and confidentiality requirements

o Assist with periodic audits and quality checks of recruitment and onboarding records to ensure accuracy and completeness

• Other responsibilities

o Upload notes, emails, and documents into the organisation's recruitment/HR management software to track progress

o Ensure recruitment and onboarding activities are completed within agreed timeframes and service levels

o Escalate delays, discrepancies, or missing information to the appropriate internal stakeholder

o Assist with the organisation of recruitment-related events (e.g., assessment days) as needed

o Support ad hoc recruitment and administrative projects as required

QUALIFICATION AND SKILLS

• Certificate or Diploma in Business Administration, Human Resources, or a related field (or equivalent relevant experience).

Experience in:

• Previous administrative, recruitment, or HR support experience is preferred
• Strong data entry and record-keeping skills with a high level of accuracy
• Demonstrated computer skills including Microsoft Office (Word, Excel, Outlook)
• Experience with HRIS/applicant tracking system platforms is an advantage, though not essential
• Well-developed problem-solving skills and ability to follow documented processes and checklists precisely
• Ability to prioritise workloads, manage multiple candidates/tasks, and meet deadlines
• High level of discretion and confidentiality when handling personal candidate information
• Strong written and verbal communication skills
• Ability to commit to personal and professional development
• Knowledge and proficiency with the following systems and programs, with full training and system access provided:

o Word, Excel, Outlook, SharePoint

o Employment Hero (or client's equivalent HRIS)

o Applicant tracking system (as used by the client)

DESIRED PERSONAL QUALITIES

• Strong organisational skills and high attention to detail
• Highly proactive and able to take initiative in solving challenges
• Adaptable and flexible in a dynamic, high-volume work environment
• Excellent interpersonal skills and ability to build strong working relationships
• Self-motivated with a high level of accountability
• Detail-oriented with a commitment to producing high-quality, accurate work
• Positive attitude and a strong team player mentality
• Ability to work under pressure and meet tight deadlines
• Quick self-learner who proactively completes tasks with accuracy
• Open, honest, and direct about personal needs, knowledge, abilities, availability, and interests
• A clear communicator, both written and verbal
• Ability to work autonomously and show initiative
• Passionate, resilient, motivated, and responsible.

Benefits:

• Health insurance

Application Question(s):

• Describe your experience coordinating recruitment activities such as scheduling interviews, managing a recruitment inbox, or maintaining candidate records in an applicant tracking system.
• What experience do you have preparing onboarding documentation (e.g., offer letters, contracts, new starter records) and coordinating induction or first-day arrangements for new employees?
• How do you manage and prioritize multiple candidates or onboarding tasks at different stages while still meeting deadlines?
• What systems or software have you used for recruitment, HR, or document management (e.g., ATS/HRIS platforms, SharePoint, Microsoft Office)?
• Describe your approach to handling confidential candidate or employee information.
• How soon can you start?
• What's your salary expectation? Is that final or negotiable?

Work Location: In person