Recruitment Assistant

About Kuubiik

Kuubiik is a global, client-focused consultancy operating in more than 150 countries. We help organisations scale through outsourcing, recruitment, and project-based delivery.

Our work spans both outsourced staffing and permanent recruitment, supporting clients across a wide range of industries and business functions. We manage recruitment end-to-end, from understanding client requirements and opening roles through sourcing, screening, interviewing, selection, and onboarding.

About the Role

We are looking for a highly organised, proactive, and detail-oriented Recruitment Assistant to work closely with our Managing Consultant and support our recruitment operations.

This role is designed to become the right hand of the Managing Consultant. You will initially shadow and learn our recruitment processes before progressively taking ownership of the administrative and coordination work involved in managing recruitment from start to finish.

The purpose of the role is to take ownership of the detailed, time-consuming recruitment administration so that the Managing Consultant can focus on clients, recruiters, team management, and business development.

You will be trained on our processes, systems, templates, and standards. Initially, your work will be reviewed and approved by the Managing Consultant before anything is sent externally. As you develop confidence and demonstrate strong judgement, you will gradually take on more responsibility and eventually be able to manage the recruitment workflow independently.

Key Responsibilities

Job Opening & Recruitment Administration

• Open new recruitment roles based on client requirements following client meetings.
• Review and prepare job descriptions and job advertisements.
• Post vacancies across relevant recruitment platforms.
• Organise candidate and role information in our recruitment systems.
• Maintain accurate records and ensure recruitment processes are properly documented.
• Keep open roles and recruitment pipelines organised and up to date.

Candidate Screening & Pre-Screening

• Review CVs and applications against client requirements.
• Identify candidates who meet the required skills, experience, salary expectations, availability, and other criteria.
• Conduct initial candidate pre-screening where required.
• Assess candidates against agreed screening criteria.
• Prepare candidate summaries and recommendations for the Managing Consultant.
• Identify potential concerns, gaps, or red flags and escalate them appropriately.
• Only present candidates to clients once they have received final approval from the Managing Consultant.

Interview Coordination

• Coordinate interviews between candidates, recruiters, and clients.
• Manage interview scheduling and confirmations.
• Send interview reminders and relevant information to candidates.
• Follow up with candidates and clients after interviews.
• Track interview outcomes and next steps.
• Ensure candidates and clients receive timely communication throughout the process.

Recruitment Operations & Task Management

• Assign and track recruitment-related tasks.
• Monitor deadlines and follow up on outstanding actions.
• Keep recruiters informed of priorities and required actions.
• Track candidate progress through each stage of the recruitment process.
• Identify bottlenecks or delays and escalate them when necessary.
• Help ensure that recruitment processes continue moving efficiently.

Emails, Documentation & Contracts

• Draft candidate and client emails using Kuubiik templates.
• Prepare interview confirmations, follow-ups, status updates, and other recruitment correspondence.
• Prepare contracts and recruitment documentation using approved templates.
• Check documents for accuracy and completeness.
• Maintain organised candidate and client records.
• Ensure all important external communications and documentation are reviewed by the Managing Consultant before being sent.

What We Are Looking For

We are looking for someone who is highly organised, proactive, detail-oriented, and eager to learn.

You should be comfortable working remotely, managing multiple priorities, and taking ownership of tasks without needing constant supervision.

Essential Skills

• Excellent written and spoken English.
• Strong administrative and organisational skills.
• Exceptional attention to detail.
• Strong written communication skills.
• Ability to manage multiple candidates, roles, tasks, and deadlines simultaneously.
• Professional communication skills when dealing with candidates, recruiters, and clients.
• Comfortable using spreadsheets, email, recruitment platforms, CRM/ATS systems, and other digital tools.
• Ability to learn new systems and processes quickly.
• Strong follow-through and accountability.
• Good judgement and the ability to recognise when something needs to be escalated.
• Ability to work independently in a fast-paced remote environment.

The Right Personality

The ideal candidate will be:

• Organised – you naturally keep track of details, deadlines, and follow-ups.
• Proactive – you think ahead and don't need to be reminded about every next step.
• Detail-oriented – you understand that small errors can have a big impact in recruitment.
• A fast learner – you can shadow an experienced professional and quickly understand their processes.
• Reliable – when you take ownership of something, you make sure it gets done.
• Resourceful – you try to solve problems before escalating them.
• Professional – you understand that every interaction reflects on Kuubiik.
• Adaptable – recruitment can change quickly and priorities may shift.
• Open to feedback – you are comfortable learning, asking questions, and continuously improving.

Experience

Previous experience in recruitment, talent acquisition, HR administration, recruitment coordination, executive assistance, customer service, or a similar administrative role is advantageous.

However, we are more interested in attitude, organisation, attention to detail, communication skills, and the ability to learn quickly than simply the number of years of recruitment experience.

Someone with strong administrative or coordination experience who wants to build a career in recruitment could be an excellent fit.

Your Growth in the Role

Initially, you will work closely with the Managing Consultant and learn how Kuubiik manages recruitment from the moment a client opens a role through to candidate placement.

As you become more confident, you will progressively take over the day-to-day recruitment administration and coordination.

The long-term goal is for you to be able to take a new client requirement and confidently manage the operational process:

Open the role → organise the recruitment process → screen and pre-qualify candidates → prepare candidates for approval → coordinate interviews → manage follow-ups → prepare documentation → keep the process moving.

The Managing Consultant will continue to oversee the process, manage client relationships, and make final candidate decisions, while you become the person ensuring that the recruitment operation runs smoothly behind the scenes.

Why Join Kuubiik

This is an opportunity to work directly alongside a senior recruitment professional and gain hands-on exposure to the full recruitment lifecycle across both outsourced staffing and permanent placements.

Rather than being responsible for just one part of recruitment, you will learn how the entire process works and develop skills in candidate assessment, recruitment operations, client communication, process management, and business administration.

For the right person, this role can develop into a broader Recruitment Operations, Senior Recruitment Coordinator, or Recruitment Consultant position as your skills and responsibilities grow.