This is a remote position.
ABOUT ACCESS OFFSHORING:
We specialise in providing Australian businesses with experience and qualified professionals based in the Philippines. Not only does our team of recruiters have extensive experience in sourcing and recruiting offshore talent, we also help Australian businesses implement best practice when it comes to building an offshore team.
ABOUT THE CLIENT:
Our Client is a relationship-driven Australian recruitment business specialising in strategic hiring, headhunting, and helping businesses attract high-performing ‘unicorn’ talent across sales, operations and leadership roles.
The business operates with a highly consultative and personalised approach. Strong communication, organisation, initiative, and attention to detail are critical to success in this role.
JOB SUMMARY:
This role is designed to become the operational backbone of a fast-moving Australian recruitment and consulting business.
We are not looking for a traditional virtual assistant. We are looking for a highly organised, proactive, tech-savvy operations support person who thrives on creating structure, maintaining systems, improving workflows, and helping a busy business owner stay focused on high-value activities. The successful person will become a trusted extension of the business and play a critical role in supporting recruitment operations, executive administration, workflow coordination, backend lead generation support, systems management, and business organisation.
KEY RESPONSIBILITIES:
Recruitment Operations Support (40%)
Lead Generation & CRM Administration (25%)
Executive & Personal Administration Support (20%)
Systems, Workflow & Process Coordination (10%)
Light Marketing Operations Support (5%)
Recruitment Operations Support (40%)
Upload and manage candidate information within JobAdder
Format resumes and candidate profiles professionally
Coordinate interviews and confirmations
Maintain candidate and client records
Upload transcripts and notes into systems
Organise SharePoint folders and documents
Support candidate care and follow-up
Manage Paiger and ROI-AI administrative workflows
Support NPA Marketplace uploads and administration
Assist with shortlist preparation and recruitment workflow coordination
Lead Generation & CRM Administration (25%)
Research companies and decision-makers
Build prospect and contact lists
Source phone numbers and emails
Upload/export data between Apollo, LinkedIn and JobAdder
Maintain CRM accuracy and database hygiene
Prepare prospect lists for campaigns and outreach
Monitor competitor and market activity
Assist with list building and data enrichment
Executive & Personal Administration Support (20%)
Organise calendar updates and reminders
Assist with inbox and follow-up management
Convert rough notes and voice notes into structured documents
Create and tidy professional documents and templates
Maintain Trello boards and workflow tracking
Organise networking reminders and events
Support meeting preparation and summaries
Help maintain operational organisation across the business
Systems, Workflow & Process Coordination (10%)
Create and maintain SOPs and process documentation
Use Loom and ScribeHow to document workflows
Identify repetitive tasks and process improvement opportunities
Maintain Trello and workflow systems
Support workflow automation and AI tools
Ensure operational consistency across systems
Light Marketing Operations Support (5%)
Schedule LinkedIn content
Reply to LinkedIn message, send anniversary, new role and birthday messages
Assist with Canva formatting and simple graphics
Format newsletters and documents
Upload and organise marketing content
Assist with candidate marketing campaigns
Support posting jobs and business updates
SKILLS & QUALIFICATIONS:
Must-Have / Non-Negotiable Traits
The successful candidate MUST demonstrate the following:
Strong written and spoken English
High attention to detail
Strong organisational ability
Proactive communication
Initiative and ownership
Tech confidence and fast learning ability
Process-oriented thinking
Ability to manage multiple workflows simultaneously
Confidence asking questions when unclear
Reliable internet and professional home office setup
Calm and professional communication style
Ability to work independently once trained
We are specifically looking for someone who takes ownership and thinks ahead, rather than someone who only waits for instructions.
Preferred Experience
The ideal candidate may have experience in:
Recruitment coordination
Executive assistant or operations support roles
CRM/database administration
Australian recruitment industry support
Experience working with Australian businesses
Apollo, JobAdder or LinkedIn Recruiter
Trello, SharePoint or Canva
AI and workflow tools
AnewHealth
Remote Workmate
Capital One
Discover
Jones Lang LaSalle
Access Offshoring
Access Offshoring
Access Offshoring
