Admin Officer / Secretary

About the role

The Admin Officer/Secretary supports the recruitment agency’s daily operations, acting as the first point of contact for clients and assisting the recruitment team throughout the end‑to‑end hiring cycle. The role involves handling high‑volume communications, scheduling, document management, and coordination across multiple departments.

Key responsibilities

• Manage incoming calls, messages, and emails, and act as the primary liaison for clients and their representatives.
• Schedule interviews, meetings, events, and travel arrangements for clients and internal staff.
• Prepare, review, and distribute agreements, contracts, offers, and other official documents in line with company policies and legal requirements.
• Maintain and update applicant trackers, recruitment data, visa processing records, and compliance documentation within software systems and physical filing systems.
• Coordinate with department heads to fulfill document and information requests promptly, ensuring all records are current and accurately filed.
• Report daily progress and any pending issues to the Chairman/Head of Admin and other assigned officers.