[Hiring] Recruiting Administration Assistant @HRS Talent Solutions

Role Description

The Recruiting Administration Assistant – Candidate Updates sends approved messages at defined stages, checks that the applicant record matches the instruction, and records what was sent. This remote role supports a recruiting team through customer service and office administration. You will not make hiring decisions or promise an outcome before the recruiter approves it.

• Match the message to the stage
• Confirm the correct opening and status before selecting a message
• Use the latest instruction if a recruiter changes a stage
• Ensure a reliable record of timing to help the team answer later questions
• Maintain courtesy and privacy in communications
• Record what was sent and any delivery problems

Assigned tasks include:

• Review approved applicant stage updates in the tracking system
• Match each message to the correct person and opening
• Send or prepare the employer's approved status language
• Record the date and channel of an update
• Flag mismatched stages, duplicate notices, and returned emails
• Route requests for feedback or accommodations to the recruiter
• Protect candidate information under access rules

This remote position may offer either a full-time schedule. A private home office or equivalent setting helps protect applicant information. The hiring company will confirm tools and hours.

A message needs the right audience:

• An application was received but has not been reviewed
• The person has been invited to an interview
• A requested document is still outstanding
• The recruiter has approved a decision notice
• A candidate withdrew and should not receive another invitation
• An email failed and needs an approved follow-up route

Before a batch send:

• Confirm the opening and stage for each recipient
• Preview the message and any personalization fields
• Remove anyone whose status changed since the list was built
• Check whether a prior notice was already sent
• Use the approved sign-off for the relevant employer
• Record the send and exceptions in the applicant system

A timely update should be accurate rather than merely fast. If a status conflicts with a recruiter's instruction, pause the affected record for clarification and continue only with confirmed recipients.

A candidate may reply to a stage notice with a scheduling question or correction to their contact information. Route the question to the recruiter and update only the fields your access permits. If the applicant asks not to be contacted about an opening, follow the employer's process rather than leaving them in an automated batch.

Qualifications

• Prior recruiting experience is not required
• Customer service or office administration experience is beneficial
• Comfortable with online tools

Requirements

• Ability to communicate status accurately
• Respectful response to candidates

How to apply

Describe an instance where you communicated a status accurately even though you were not the final decision-maker. Experience from another area is relevant. You do not need to have recruited candidates before. Shortlisted people may be asked for an application through the hiring company’s website.