Aprio PH - Talent Acquisition Administrator

Responsibilities

Job Summary 

The Talent Acquisition Administrator provides administrative and operational support to the Talent Acquisition team throughout the recruitment lifecycle. This role is responsible for coordinating recruitment activities, maintaining accurate recruitment records, administering pre-employment requirements, including background checks, and ensuring compliance with company policies and applicable regulations. The position plays a key role in delivering an efficient, compliant, and positive recruitment experience for candidates and internal stakeholders. 

Key Responsibilities 

Recruitment Administration 

• Provide administrative support throughout the recruitment process. 
• Prepare and maintain recruitment documentation, including, offer letters, employment contracts (where applicable), and onboarding documents. 
• Maintain accurate and up-to-date candidate and requisition records in the Applicant Tracking System (ATS). 
• Monitor recruitment progress and ensure candidates move through the hiring process within established timelines. 

Background Checks & Pre-Employment Administration 

• Coordinate and administer pre-employment requirements, including background checks, employment verification, reference checks, education verification, and other required screenings. 
• Liaise with external background check vendors and internal stakeholders to facilitate timely completion of background screening. 
• Track and monitor the status of background checks and other pre-employment requirements, following up on outstanding items as needed. 
• Review completed background check reports for completeness and escalate any discrepancies or adverse findings to the appropriate Talent Acquisition or HR stakeholders for review. 
• Ensure all pre-employment documentation is complete before onboarding. 
• Maintain strict confidentiality of candidate information and background screening results. 

Compliance & Data Management 

• Ensure recruitment documentation complies with company policies, labor regulations, and data privacy requirements. 
• Maintain complete and audit-ready recruitment files. 
• Generate recruitment reports and dashboards on hiring activities, background check completion, and recruitment metrics. 
• Support internal and external audits related to recruitment documentation and compliance. 

Continuous Improvement 

• Identify opportunities to improve recruitment administration and background screening processes. 
• Support recruitment projects and process improvement initiatives. 
• Perform other recruitment administration duties as assigned. 

Qualification

• Bachelor's degree in Human Resources, Psychology, Business Administration, or a related field. 
• 1–3 years of experience in recruitment administration, HR operations, Talent Acquisition support, or a similar role. 
• Experience coordinating background checks, employment verification, or pre-employment screening is preferred. 
• Experience using Applicant Tracking Systems (ATS) and HRIS platforms. 
• Strong organizational, coordination, and administrative skills. 
• Excellent communication and stakeholder management skills. 
• High attention to detail and ability to handle confidential information. 
• Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint. 

Core Competencies 

• Recruitment Administration 
• Background Check Administration 
• Pre-Employment Coordination 
• ATS & Recruitment Systems 
• Documentation Management 
• Compliance & Data Privacy 
• Attention to Detail 
• Customer Service 
• Time Management 

Key Performance Indicators (KPIs) 

• Background Check Turnaround Time – ≥95% completed within the established SLA. 
• Recruitment Administration Accuracy – ≥98% accuracy in ATS records and recruitment documentation. 
• Pre-Employment Compliance – 100% completion and documentation of required pre-employment checks before onboarding. 

Working Relationships 

Internal 

• Recruiters 
• Talent Sourcing Team 
• Talent Acquisition Leadership 
• HR Operations 
• Payroll 
• IT 
• Hiring Support Functions 

External 

• Candidates 
• Background Check Vendors 
• Employment Verification Providers 
• Assessment Providers 

Key Performance Indicators (KPIs) 

• Qualified Candidate Endorsements 
• Time to First Endorsement 
• Candidate Response Rate 
• ATS/Data Quality Compliance 

Working Relationships 

Internal 

• Recruiters 
• Talent Acquisition  
• Human Resources Team 

External 

• Job Applicants 
• Passive Candidates 
• External Talent Communities and Professional Networks