Recruitment Coordinator & Office Administrator

Job description

We are seeking a highly organised and proactive Recruitment Coordinator & Office Administrator to support the smooth operation of both recruitment as well as office administration activities in Armenia. This role will be responsible for coordinating recruitment processes from requisition creation through offer acceptance, ensuring data accuracy, process compliance, and an exceptional candidate experience. In addition, the role will oversee day-to-day office administration activities and act as the primary point of contact for local office operations. The successful candidate will play a critical role in reducing administrative workload within the Talent Acquisition function by managing recruitment administration, documentation, scheduling, ATS maintenance, offer generation, reporting, and process coordination. Key Responsibilities: Recruitment Coordination & ATS Administration Create and manage job requisitions in SmartRecruiters and coordinate new and replacement headcount requests. Monitor approval workflows, follow up on outstanding approvals, escalate delays where required and support compliance with recruitment governance. Upload CVs and supporting documentation and maintain complete, accurate and up-to-date candidate records in the ATS. Ensure candidate stages, hiring workflows and recruitment pipelines are correctly maintained within SmartRecruiters. Monitor data integrity across recruitment records and support accurate, compliant and audit-ready administration. Schedule interviews and assessments across candidates, hiring teams and time zones. Coordinate interview logistics, candidate communications and hiring team communications throughout the recruitment process. Track interview feedback, follow up on outstanding evaluations and support timely candidate progression. Prepare employment offers and supporting documentation using approved templates. Coordinate offer approvals, issuance, extensions and acceptance tracking. Support onboarding handovers following offer acceptance and ensure recruitment documentation is complete. Maintain recruitment templates, candidate communication templates and supporting recruitment documentation. Support the automation and continuous improvement of recruitment templates, workflows and administrative processes. Identify administrative bottlenecks and support practical process improvements. Maintain recruitment process documentation, standard operating procedures and best-practice guidance. Support agency administration, invoice tracking and recruitment document management. Office Administration & Employee Experience Act as the local Office Administration representative and primary contact for the landlord, vendors, contractors and service providers. Ensure the office remains safe, functional, fully operational and maintained to a high standard. Coordinate courier and postal services, office supplies and other day-to-day workplace requirements. Manage office-related purchase orders, invoices, expenses, contracts, records and supporting documentation. Support employee onboarding and offboarding from an office administration perspective, including coordination of IT equipment and workplace setup where required. Coordinate local events, team gatherings and office celebrations, including suppliers, venues, logistics and on-the-ground execution. Support compliance with applicable Armenian occupational health and safety requirements and coordinate required administrative actions with relevant internal stakeholders. Ad-hoc Support In line with business needs, the role may also provide support with: Additional recruitment projects and hiring initiatives. Office administration projects and employee experience initiatives. Other related coordination requirements in line with business needs. Essential: Experience in recruitment coordination, Talent Acquisition or HR administration, office administration, or a comparable coordination role. Experience using an Applicant Tracking System. SmartRecruiters experience would be an advantage. Strong organisation, prioritisation and stakeholder coordination skills. High attention to detail and a strong commitment to data accuracy. Professional written and verbal communication skills in Armenian and English. Confidence using Microsoft Outlook, Teams, Word and Excel. A proactive, service-oriented approach with appropriate discretion. Desirable: Experience supporting recruitment in a fast-paced or international environment. Experience with interview scheduling, offer administration and employee onboarding. Experience coordinating vendors, invoices, facilities or workplace operations. An interest in recruitment operations, process improvement and workflow automation. Measures of Success: Accurate and timely recruitment administration and ATS records. Efficient requisition approvals, interview coordination and offer administration. Professional and responsive candidate and stakeholder communication. Consistent process documentation and administrative compliance. Effective, well-organised office operations in Armenia. Practical improvements that reduce manual work and administrative bottlenecks. In the fast-growing economies of the world, there's a new generation of ambitious younger people eager to gain financial independence and we’re here to make this potential a reality by empowering them with the Freedom to Succeed. We empower them with guidance, tools, and easy market access so they can trade and invest with confidence. We aim to make our clients their own wealth manager: empowered to create investment strategies and make investment decisions effortlessly, in their own time, on their own terms, in their own way. Founded in 1998 to offer online trading for retail clients, the Exinity Group is now over 25 years old and has provided leveraged trading to over 2 million customers through our global power brands, including FXTM and Nemo, giving them access to equity, commodity and FX markets across the Middle East, Asia, and Africa. Exinity is an energetic and diverse company with central offices in the UAE, Cyprus and the UK, plus a number of smaller hubs globally. We’re always looking for talented individuals to join us. ‘Freedom to Succeed’ is not just a promise we make to our clients and partners, but to our people too. We’ll help you develop a range of skills, take on early responsibility, and enjoy a rewarding and fulfilling career with a fast-growing, dynamic company.