Executive Admin & Recruitment Operations Executive (Immediate Joiner, ASAP)

About Qode

At Qode, we revolutionize talent acquisition by leveraging data and automation. Our platform utilizes large language models (LLMs) to convert unstructured data into actionable insights, creating "Private Talent Pool" for recruiters. By automating recruiting workflows, we eliminate costs and significantly decrease time-to-hire. Our agents match profiles, find contacts, send messages, schedule interviews, and transcribe them for searchable data. We ensure high-quality hiring through automated technical assessments and detailed feedback for recruiters.

About the Job

We are seeking a dynamic Admin & Operations Executive to oversee and manage the admin tasks, operations and dashboards of our recruitment services and products. This role is crucial for ensuring operational excellence and effective talent acquisition.

Responsibilities

1. Administration:

- Responsible for all admin related duties across our potential expansion globally

- Work directly with the executive team to provide them support in their day to day personal and professional activities. 

- Maintain HR-related record keeping activities for the team. 

- Provide general administrative support.

2. Operations & Reporting

- Oversee all clients’ hiring needs and assign the job requirements among the Talent Partner team evenly and efficiently

- Make, revise and update agreements and appendices upon requests

- Work closely with the relevant stakeholders (e.g. global Talent Partner Team Leads and Accountant) for reviewing and processing global agreements

- Work closely with the relevant stakeholders (e.g. global Talent Partner Team Leads and Accountant) to ensure the process of timely invoice issuance and payment collection 

- Develop and implement operational policies and procedures to enhance service delivery and optimize workflows.

- Create and maintain recruitment dashboards and reports using data directly queried from the company’s data warehouse and recruitment team's manual inputs.

- Monitor and maintain the accuracy of operational reports on recruitment performance, along with accounts and revenues management

- Monitor key performance indicators (KPIs) and all accounts to produce reports upon requests

- Optimize report performance and process other reasonable duties as assigned

- Individuals who want to build things from scratch and love dealing with ambiguity. 

- Experience in Admin function preferred

- Mindset of curiosity and wanting to expand their working horizons beyond the Vietnam market.

- Minimum of 1 year of experience in reporting/data analytics

- Excellent verbal and written communication skills in English (must-have)

- Proficient in using Excel/Google Sheet and data analytics for operational reporting

- Experience in BI tools (Power BI, SQL) to gain insights into data is preferred

- Experience in HR/HR Tech/recruitment/headhunting agreements is a plus

- Professionalism and strict confidentiality with all materials, information when interfacing with the business. 

- Strong interpersonal skills and a can-do attitude

- Ability to work efficiently under pressure and manage multiple priorities