Office Administrator

eMagine Solutions is hiring an Office Administrator to be the engine behind a smooth, professional, high-performing office. You’ll keep the day-to-day running flawlessly while supporting our consultants, clients, and jobseekers with the admin that makes recruitment delivery fast, organised, and premium.

This is a role for someone who genuinely enjoys structure, pace, and getting things done properly — diaries managed, rooms ready, notes captured, systems updated, and the team supported.

What you’ll be doing (day to day)

• Running core office admin: supplies, coordination, general office organisation, and keeping standards high
• Supporting clients and candidates with admin requests quickly and professionally
• Scheduling interviews end-to-end: diary coordination, confirmations, invites, reminders, and follow-ups
• Preparing meeting/interview rooms and ensuring everything is set up on time
• Taking minutes, capturing action points, and updating internal notes accurately
• Updating internal and external ATS systems with candidate stages, interview notes, feedback, and documentation
• Supporting presentation creation (Canva skills preferred — or similar tools) for client updates, candidate packs, and internal docs
• Supporting outreach/admin tools where needed (Apollo experience is a strong advantage)
• Helping with basic social media and marketing support (formatting, posting coordination, simple content updates)

Traits we need (non-negotiables)

• Organised: you naturally create order and keep things moving
• Detail-obsessed: notes, names, times, links, and systems are always accurate
• Proactive: you don’t wait to be told — you spot gaps and fix them
• Calm under pressure: you can handle last-minute changes without drama
• Professional communicator: clear, friendly, confident with clients and candidates
• Tech-comfortable: you learn tools fast and enjoy improving processes
• Trustworthy: you handle confidential information with maturity and discretion

What will make you stand out

• Experience in recruitment, staffing, or professional services admin
• Strong ATS experience (updating stages, notes, compliance docs, interview feedback)
• Canva (or similar) — you can build clean, professional slides quickly
• Familiarity with Apollo and modern productivity tools
• Comfort using AI tools to speed up admin, formatting, summaries, and content
• Social media/marketing awareness (LinkedIn basics, content formatting, simple scheduling)