Recruitment Admin Assistant

Be the support that keeps hiring moving forward.

Join Smartsourcing as a full-time, onsite Recruitment Admin Assistant and support the recruitment team through efficient coordination and administrative expertise. You'll manage interview scheduling, maintain accurate candidate records, and help facilitate smooth onboarding processes—while growing your career in a company that values organization, collaboration, and people.

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



About the Role

As a Recruitment Admin Assistant, it is to ensures smooth communication between candidates and recruiters, helping to streamline hiring operations and maintain organized recruitment workflows. It plays a critical role in supporting timely hiring and ensuring a positive candidate experience.

Key Responsibilities

A. Interview Coordination & Scheduling

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

B. Recruitment Administration & Data Management

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

C. Employment Documentation & Contract Preparation

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

D. Candidate Onboarding Support

• Facilitate onboarding from offer to contract signing
• Maintain communication with candidates
• Ensure smooth transition into the organization

E. Communication & Candidate Experience

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

F. Compliance & Recruitment Support

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

G. Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI
  supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements,
  information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered.
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcing's innovation and learning culture.
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work.

Requirements

• Bachelor's degree in Human Resources, Business Administration, or related field (preferred)
• 1-3 years experience in recruitment or administrative support

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 including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!

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

 Ready to help teams hire better through strong coordination? Apply now.