Recruitment Support Virtual Assistant

In this pivotal role, you’ll provide comprehensive administrative support to our recruitment team. You’ll play an essential part in sourcing candidates, managing our CRM, overseeing job advertising, coordinating interviews, and supporting our marketing efforts. Your contribution will be vital in ensuring a seamless recruitment process and delivering excellent service to our clients and candidates.

Key Responsibilities

Recruitment Administration

• Source candidates using our recruitment database, LinkedIn, and online job boards
• Build and manage talent pools for current and future vacancies
• Screen applications and match them to role requirements
• Distribute and follow up screening questionnaires
• Coordinate phone and video interviews
• Prepare candidate summaries and profiles for recruiters and client presentations
• Format resumes into company-branded templates
• Track interview feedback, offer stages, and start dates

CRM & Database Management

• Maintain accurate candidate and vacancy records
• Update candidate employment history, availability, and contact details
• Tag, categorise, and clean up database records
• Re-engage existing talent within our database
• Monitor recruitment pipelines and vacancy stages

Job Advertising

• Create and publish engaging job advertisements
• Update and refresh active job ads
• Monitor application workflows and prepare weekly advertising reports
• Maintain a clear active job advertisement register

Calendar & Inbox Management

• Monitor inboxes and respond to candidate enquiries
• Schedule and confirm interviews and meetings
• Maintain recruiter calendars and task lists

Compliance Support

• Coordinate reference checks and manage candidate documentation
• Track outstanding compliance requirements
• Ensure confidential storage of sensitive information

Marketing Support

• Create and schedule social media content and simple Canva graphics
• Assist with newsletters, email campaigns, and updating website job listings
• Research new clients and update CRM records

About You

You are:

• Highly organised, process-driven, and detail-oriented
• Self-motivated and able to work independently
• Professional, friendly, and confident in candidate communications
• Effective at juggling multiple priorities
• Passionate about recruitment and excellent service delivery

Essential Requirements

• Previous experience in Recruitment Administration, Talent Sourcing, Executive Assistance, or Virtual Assistance
• Familiarity with Applicant Tracking Systems (ATS) or Recruitment CRMs
• Confident sourcing candidates via LinkedIn and job boards
• Excellent written and verbal English communication
• Superior organisational and time-management skills
• High accuracy and attention to detail
• Ability to maintain confidentiality
• Proficient with Microsoft Office and Google Workspace

Highly Regarded

• Australian recruitment experience
• Knowledge of the Australian real estate sector
• Passive candidate sourcing experience
• Resume formatting experience
• Canva and social media scheduling skills
• Recruitment reporting and psychometric testing experience

Roles You’ll Support

• Sales Associates & Agents
• Property & Office Managers
• Business Development Managers
• Leasing Consultants
• Sales & Office Administrators
• Accounts Support Professionals

Key Performance Indicators:

• Applications reviewed within 1 business day
• Accurate candidate/vacancy records (98%+ accuracy)
• Timely interview coordination
• Consistent follow-ups and reporting
• Achievement of weekly sourcing targets

What We Offer

• Permanent work-from-home arrangement
• Full-time Australian business hours
• Supportive and collaborative team environment
• Ongoing training and development
• Long-term career growth opportunities
• Direct exposure to Australia’s recruitment and real estate industries

If you are an organised Recruitment VA who thrives in a fast-paced environment and loves connecting talent with opportunity, we want to hear from you. Apply now!