[Hiring] Recruitment Administrator @D2B

Role Description

The Recruitment Administrator serves as an operational linchpin in the company's fast-paced labor-hire and staffing ecosystem. Reporting to the recruitment delivery leadership, this role manages dynamic employee rostering, rapid-response shift backfilling, and rigorous workforce compliance for our AU/NZ client accounts. You will act as a primary communications bridge among hiring managers, corporate clients, and frontline contract workers, ensuring shifts are fully covered, documentation is audit-ready, and daily staffing fluctuations are resolved with speed and precision.

Responsibilities

• Workforce Rostering & Schedule Optimization: Build, update, and actively maintain complex multi-site shift rosters and master schedules, aligning workforce availability directly with client demand forecasts.
• Rapid-Response Staffing & Incident Coordination: Serve as the frontline responder for incoming shift cancellations, unexpected absences, and urgent replenishment requests, mobilizing backfills quickly to protect service delivery.
• B2B & Talent Stakeholder Communication: Maintain prompt, professional phone and email communication with client hiring contacts, site managers, and a culturally diverse frontline workforce.
• Onboarding & Regulatory Compliance Tracking: Coordinate full-cycle documentation for new and existing placements, verifying right-to-work status, industry licenses, medical clearances, and mandatory site inductions.
• Data Integrity & Administrative Recordkeeping: Maintain structured tracking systems, roster databases, and master Excel workbooks, ensuring zero data discrepancies across personnel and operational logs.
• Operational Standby & Contingency Coverage: Remain accessible during designated operational windows to troubleshoot live scheduling emergencies, urgent client escalations, and schedule adjustments.

Qualifications

• Recruitment Operations Background: Prior administrative, coordination, or operational experience within a labor-hire agency, high-volume recruitment firm, or dynamic workforce solutions environment.
• Advanced Office & Data Capabilities: Intermediate to advanced proficiency in Microsoft Office, particularly MS Excel (lookups, formulas, data validation, pivot reporting) and recruitment/scheduling database platforms.
• Business-Level English Fluency: Exceptional verbal and written English communication skills, with the clarity and professional demeanor required to interface with Australian/New Zealand clients and candidates.
• High-Paced Multitasking: Proven track record of managing competing priorities, high inbound call volumes, and real-time scheduling crises without compromising output quality.
• Operational Flexibility: Demonstrated willingness to work rotational shifts aligned with AU operating hours and public holidays, including standby availability for urgent coverage needs.
• Work-from-Home Infrastructure: A dependable, distraction-free home office setup with high-speed, stable internet and backup power solutions suitable for independent contractor engagements.

Preferred

• Direct experience handling blue-collar, aviation, logistics, retail, or hospitality labor-hire accounts across Australia and New Zealand.
• Familiarity with AU Fair Work standards, standard enterprise award interpretations, and mandatory labor-hire compliance workflows.
• Hands-on experience with modern workforce management (WFM) platforms, automated rostering tools, or specialized agency applicant tracking systems (ATS).

What You’ll Bring

• Decisive Agility Under Pressure: A calm, proactive mindset that anticipates staffing bottlenecks, triages shift cancellations swiftly, and solves problems before they impact the client's operations.
• Uncompromising Attention to Detail: Rigorous standards for data precision, ensuring that safety credentials, shift logs, and worker compliance files remain audit-ready.
• Accountability & Autonomous Drive: The self-discipline to perform at a high level within an independent, remote contractor structure, taking full ownership of your shifts and administrative deliverables.
• Empathetic, Professional Demeanor: Strong cross-cultural emotional intelligence to de-escalate urgent candidate challenges, build trust with team members, and represent the agency brand with polish.