Recruitment & Office Coordinator

Role Overview

Recruitment & Office Coordinator at Brainlake Advertising, based onsite in Dubai. This is a hands-on, fast-moving role combining recruitment coordination, office administration, data management, finance follow-ups, and day-to-day operational support.

Role Purpose

To keep the office running smoothly while supporting recruitment across multiple roles, maintaining accurate records and trackers, coordinating interviews, managing administrative tasks, and following up on invoices and outstanding payments. You will manage multiple priorities simultaneously and take ownership of pending items—whether candidate responses, documents, invoices, payments, or management requests—until they are closed.

Key Responsibilities

Office Administration & Coordination

• Manage day-to-day office administration and coordination, including scheduling, documentation, correspondence, and general office requirements.
• Manage calendars, meetings, appointments, reminders, and internal coordination.
• Coordinate courier services, mail, documents, and deliveries.
• Ensure the office remains organized, presentable, stocked, and running smoothly.
• Provide administrative and operational support to management when required.

Recruitment Support

• Support recruitment across multiple roles by reviewing applications, profiling candidates, and preparing initial shortlists.
• Conduct initial candidate screening to assess experience, communication skills, professionalism, availability, and general role suitability.
• Coordinate interviews between candidates, hiring managers, and management.
• Follow up with candidates throughout the recruitment process and maintain a professional candidate experience.
• Support the preparation and posting of job vacancies across recruitment platforms when required.

Records & Data Management

• Maintain accurate and up-to-date candidate records, recruitment trackers, interview feedback, and documentation.
• Handle regular data entry, ensuring information is complete, accurate, correctly categorized, and easy to retrieve.
• Maintain organized spreadsheets, trackers, digital files, folders, and administrative records.

Task & Priority Management

• Manage multiple tasks, deadlines, priorities, and follow-ups simultaneously without losing accuracy or organization.
• Prioritize incoming requests and adapt quickly when urgent tasks or changing priorities arise.
• Proactively follow up on outstanding candidates, documents, payments, approvals, and actions without needing to be reminded.

Finance Administration

• Support basic finance administration, including invoices, expenses, receipts, and payment documentation.
• Maintain accurate invoice and payment trackers, including due dates, payment status, follow-up dates, and outstanding actions.
• Follow up professionally and persistently on outstanding invoices and payments with clients and relevant contacts until resolved.

Qualifications & Experience

• 5+ years of experience in office administration, recruitment coordination, HR coordination, or a similar role.
• Experience reviewing CVs, coordinating recruitment, or conducting initial candidate screening.
• Basic understanding of invoicing, expenses, payments, and administrative finance processes.

Skills & Competencies

• Excellent multitasking ability; able to manage several responsibilities simultaneously while remaining organized and accurate.
• Excellent data entry skills, with a high level of accuracy and attention to detail.
• Exceptional organizational skills; able to keep records, files, trackers, schedules, and documentation structured and up to date.
• Highly proficient in Google Sheets or Microsoft Excel and comfortable managing structured data.
• Strong follow-up skills; comfortable chasing outstanding actions, candidates, documents, invoices, and payments until they are closed.
• Comfortable following up persistently and professionally on outstanding payments.
• Able to prioritize urgent versus non-urgent tasks without needing constant direction.
• Proactive and solutions-driven; identify what needs attention and take action rather than waiting to be told.
• Comfortable working independently and taking ownership of the office when other team members are offsite.
• Patient, calm, and composed under pressure, even when several things need your attention at once.
• Receptive to direct and constructive feedback; able to make adjustments quickly without becoming defensive or taking feedback personally.
• Able to handle changing priorities, disagreements, and challenging situations professionally.
• Communicate confidently and professionally with candidates, clients, suppliers, and internal stakeholders.
• Confident using Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive.
• Comfortable learning and working with recruitment platforms and other online tools.
• Comfortable using AI tools to work faster and smarter, including supporting recruitment, research, communication, documentation, data organization, and everyday administrative tasks.
• Professional and discreet when handling candidate, employee, financial, and company information.
• Fluent in written and spoken English.

Additional Information

• Must be currently based in Dubai and available to work onsite full-time.
• There may be periods when you will be the only team member working from the office.