Work Arrangement: Remote / Offshore - Independent Contractor
Hours: 20 hours per week, Monday to Friday
Schedule: 10:00 AM to 2:30 PM Sydney time, including a 30-minute break
Reports To: Managing Director / Recruitment Consultant
Supports: Recruitment Consultants
Works With: Finance and Administration Team
About the Role
The client is an established Australian recruitment agency specialising in accounting and finance, HR, and supply chain recruitment across temporary and permanent placements.
A significant portion of the client's roles are filled through candidates already within its recruitment database. Maintaining accurate candidate records, conducting proactive candidate searches, coordinating interviews, and ensuring strong candidate engagement are therefore critical to the success of the business.
The Candidate Manager will support the recruitment consultants across the recruitment process, with a strong focus on candidate sourcing, database management, interview coordination, candidate care, and recruitment administration.
Key Systems
The Candidate Manager will regularly use:
- JobAdder – jobs, placements, candidates, and client records
- Metaview – interview and briefing recordings and summaries
- Truity – candidate psychometric assessments
- Adobe Acrobat – PDF editing and document compilation
- Microsoft Outlook and Teams – interview scheduling and communication
- Microsoft SharePoint – document storage and sharing
- Microsoft Word – Candidate Reports and documentation
- LinkedIn – candidate research and profile information
- DocuSign – electronic signing of contractor documentation
- VXT – softphone, call recording, and JobAdder integration
Key Responsibilities
1. Daily Recruitment WIP Meetings
- Attend daily Teams WIP meetings and review progress across active vacancies, upcoming opportunities, contractors, and priority actions.
- Keep relevant recruitment activities and candidate records updated following meetings.
2. Candidate Search and Interview Coordination
- Conduct candidate searches in JobAdder based on instructions and search criteria provided by Recruitment Consultants.
- Review job briefing information and Metaview recordings where additional context is required.
- Attach suitable candidates to relevant jobs and maintain accurate application statuses in JobAdder.
- Contact shortlisted candidates and coordinate interviews within the availability provided by consultants.
- Send interview confirmations and create Microsoft Teams invitations.
3. Candidate Reports and Documentation
- Prepare Candidate Reports using templates stored in SharePoint.
- Populate information including education, software skills, availability, and reasons for leaving.
- Download and prepare candidate CVs, removing personal contact information where required.
- Update Candidate Reports following consultant interviews using relevant information from Metaview.
- Combine Candidate Reports, candidate CVs, and psychometric assessment results into a single professional PDF using Adobe Acrobat.
- Provide completed candidate packs to the Recruitment Consultant for client submission.
4. Candidate Database Management and Candidate Care
- Maintain clean, complete, and accurate candidate records in JobAdder.
- Update information including location, current employer, work location, transport, working rights, availability, salary expectations, skills, software experience, and education.
- Apply appropriate candidate coding and alerts to support future database searches.
- Upload relevant LinkedIn information and profile photographs where available.
- Conduct candidate care calls with active candidates to understand their current situation and interest in new opportunities.
- Update employment status, salary, notice period, contract end dates, and market availability.
- Request and upload updated CVs where required.
5. Client Interview Coordination
- Coordinate candidate interviews with clients based on times provided by Recruitment Consultants.
- Contact candidates to confirm availability and send interview confirmations.
- Create and manage Teams invitations using the relevant consultant's account.
- Ensure client interviews are not recorded unless specifically authorised.
- Coordinate face-to-face interviews where applicable.
6. Contractor Documentation
- Prepare contractor engagement or employment documentation once placements have been confirmed.
- Complete assignment details using approved templates.
- Send documentation for electronic signature through DocuSign.
- Send contractor confirmation emails using approved JobAdder templates.
- Ensure relevant placement information and documents are accurately recorded.
7. Candidate Declines
- Process candidate decline communications as directed by Recruitment Consultants.
- Use the appropriate JobAdder email template depending on the candidate's status.
- Carefully distinguish between applicants who should receive decline communications and database candidates who were considered without formally applying.
- Ensure candidate communication remains professional and consistent with the client's recruitment process.
Must-Have Requirements
Candidates must have:
- Previous experience working within an Australian recruitment agency, executive search firm, or similar Australian recruitment environment.
- Demonstrated experience supporting Australian clients, candidates, and recruitment processes.
- Strong hands-on experience using JobAdder for candidate management, database searches, job management, interview coordination, placements, and recruitment record maintenance.
- Previous experience recruiting for accounting and finance roles in the Australian market.
- Experience conducting candidate database searches and identifying suitable candidates against job briefs.
- Experience coordinating candidate and client interviews.
- Experience preparing Candidate Reports, CVs, recruitment documentation, and candidate packs.
- Strong understanding of candidate care, database management, recruitment administration, and follow-up processes.
- Strong written and verbal English communication skills.
- Excellent attention to detail and a high level of accuracy.
- Strong organisational and time-management skills, with the ability to manage multiple priorities.
- Ability to work independently and proactively while supporting multiple recruitment consultants.
- Confidence communicating directly with candidates, clients, and internal stakeholders.
- Experience using Microsoft Outlook, Teams, Word, SharePoint, and similar business tools.
- Reliable internet connection and a professional remote working environment.
- A computer or laptop running Windows 11 Pro or higher. This is an essential technical requirement and must be confirmed during screening.
Highly Desirable
- Experience recruiting across HR and/or supply chain roles in addition to accounting and finance.
- Experience with Metaview, Truity, DocuSign, VXT, Adobe Acrobat, or similar recruitment tools.
- Experience preparing contractor documentation and supporting temporary or contract placements.
- Experience managing candidate care programs and proactive database engagement.
The Ideal Candidate
The successful candidate will be highly organised, proactive, and comfortable working in a fast-paced recruitment environment. You will enjoy keeping systems and candidate records accurate, following up outstanding actions, and ensuring recruitment processes continue moving without requiring constant supervision.
You will understand that strong database management and candidate care are just as important as sourcing new candidates and will take pride in keeping recruitment information organised, accurate, and up to date.
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