Recruitment Administrator (Remote Working)

Recruitment Administrator - Remote Working

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

The Opportunity

We are looking for a detail-focused and organized Recruitment Administrator to support recruitment delivery across Mace’s four global hubs. This role plays a key part in ensuring recruitment activity runs smoothly and efficiently, providing essential administrative support across the end-to-end hiring process.

Working remotely, you will be an integral and highly engaged part of the team. This role focuses on candidate administration, interview coordination, system upkeep, and first-line support for applicants and hiring managers. You’ll work closely with recruiters and recruitment managers to manage diaries, maintain accurate data, support inclusive recruitment activity, and ensure compliance requirements are met throughout the process.

This is a work-from-home position and candidates must have a suitable home working setup, including a reliable workspace and strong internet connection, to operate effectively in a remote environment.

You’ll Be Responsible For

• Providing support to recruitment managers, responding to routine queries via email and recruitment systems, sharing status updates, offering basic process guidance, and escalating issues to recruiters where appropriate to ensure a smooth and positive recruitment experience.
• Maintaining accurate and up-to-date data across recruitment systems and tools to support reporting, governance, and audit requirements.
• Creating, maintaining, and administering project and programme trackers, ensuring recruitment activity, actions, milestones, and status updates are accurately recorded, and attending recruitment resource meetings to capture updates, actions, and outcomes.
• Coordinating interview scheduling, including diary management, room bookings, and preparation of interview documentation, to ensure a well-organized and efficient interview process.
• Creating, posting, and updating job adverts across agreed platforms using approved templates, ensuring content is accurate, inclusive, and kept up to date.
• Assisting with the administration of inclusive recruitment initiatives and campaigns, including coordinating communications and tracking activity.
• Supporting the collection and maintenance of diversity and inclusion data within recruitment systems, ensuring information is recorded accurately for reporting purposes.
• Monitoring internal applicants by tracking applications and outcomes within recruitment systems and supporting the production of accurate hiring reports.
• Providing administrative support to employee referral campaigns, including tracking referrals and outcomes across recruitment systems.
• Working as part of a global support service team, delivering consistent recruitment administration support across time zones to the global team.

About You

You are digitally confident and highly organized, capable of using recruitment systems such as Oracle, Taleo, CRM, ATS, Excel, SharePoint, and Power BI reporting tools, with a strong understanding of data accuracy, compliance, and quality. You take responsibility for your work and thrive in fast-paced environments, confidently balancing proactive planning with reactive support while coordinating activity across multiple stakeholders.

You build trusted working relationships and bring excellent written and spoken English skills, with clear and confident communication essential to the role. You have lateral thinking and problem-solving skills with the confidence to take action. Acting with integrity, you are comfortable escalating issues and providing constructive challenge where needed to uphold process and governance; you work collaboratively and can demonstrate a solutions-oriented approach.

This is a work-from-home role, requiring a suitable home working setup, including a reliable workspace and strong internet connection. You are also comfortable working across different time zones.

You’ll Need To Have

• High accuracy and data quality across recruitment systems and trackers.
• Efficient coordination of recruitment activity and interview scheduling.
• Clear, professional communication with applicants, hiring managers, and global teams.
• Ability to manage changing priorities in a fast-paced environment.
• Effective stakeholder management, including escalation and collaboration to ensure best practice.
• Lateral thinking and problem-solving skills with the confidence to take action.

Our values

• Safety first - Going home safe and well: We champion a safe, diverse, and inclusive working environment, understanding the importance of wellbeing in every team.
• Client focus - Deliver on our promise: We own the quality of deliverables, strategic outcomes, and build long-term relationships with our clients.
• Integrity - Always do the right thing: We influence positive outcomes within our industry, while always aligning with our compliance obligations.
• Create opportunity - For our people to excel: We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfill all the criteria, please apply as you may still be the best candidate for this role or another role within our organization.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.

Key skills/competency

• Recruitment Administration
• Interview Coordination
• ATS (Applicant Tracking System)
• Data Accuracy
• Stakeholder Management
• Compliance
• Remote Work
• Microsoft Excel
• Communication Skills
• Problem-Solving