Recruitment Coordinator

About Our Client

Our Client is an established group of companies with a strong presence across the outsourcing and service sectors. The Business is recognised for delivering dependable workforce solutions and professional support to a diverse client base.

Role Overview

Heroix is collaborating with our Client to recruit a Recruitment Coordinator who will assist with candidate selection, employment documentation, immigration procedures and onboarding. Reporting to both the Lead Recruiter and the HR Operations Manager, the selected candidate will help ensure that every applicant progresses efficiently from initial assessment through to their first day of employment.

Key Responsibilities

• Candidate Assessment: Engage with individuals visiting the office, arrange remote meetings and carry out preliminary interviews to assess their suitability for available positions.
• Application Administration: Prepare employment offers, obtain the required supporting documentation and explain each stage of the medical, administrative and fee-related process to applicants.
• Work Permit Processing: Compile and lodge employment permit submissions, working closely with the Accounts team to ensure that the applicable charges are settled correctly and on time.
• Progress Monitoring: Follow the status of pending cases, maintain complete and current recruitment files, and keep candidates and relevant colleagues informed of important developments.
• Onboarding Support: Receive employees upon arrival, deliver introductory sessions and help them settle into the Business and understand its procedures.
• Recruitment Planning: Work with the Operations function to identify staffing priorities and provide timely support in response to changing workforce requirements.
• Candidate Sourcing: Examine incoming CVs, identify individuals whose profiles match current needs and recommend appropriate candidates for further consideration.
• International Recruitment: Participate in occasional overseas talent-sourcing assignments and support the Company’s recruitment activities outside Malta when required.

Qualifications, Skills and Attributes

• Education: Candidates will be considered primarily on the strength of their relevant experience, capabilities and overall suitability for the position.
• Experience: Previous exposure to recruitment, HR support, employee administration or another role involving regular interaction with people is required.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Able to explain procedures clearly, conduct professional interviews and provide candidates with timely and accurate information.
• Interpersonal Skills: Personable, respectful and capable of building positive relationships with applicants, colleagues and internal departments.
• Technical Skills: Comfortable working with Microsoft Office applications, spreadsheets and modern AI-based tools to improve accuracy and productivity.
• Organisation: Capable of coordinating numerous active cases simultaneously while keeping documents, deadlines and follow-ups under control.
• Confidentiality: Demonstrates sound judgement and handles personal records and sensitive candidate information with care.
• Self-Motivated: Takes ownership of assigned tasks, follows matters through to completion and responds positively to changing priorities.
• Problem-Solving: Able to recognise missing information or delays, address routine issues independently and escalate more complex matters appropriately.
• Travel Availability: Willing and able to travel abroad from time to time in support of the Company’s international hiring activities.

What’s on Offer

• Compensation: A competitive remuneration package, with some flexibility for a highly experienced candidate who is an excellent match for the position.
• Working Hours: Standard office hours from Monday to Friday.
• Practical Exposure: Broad involvement across recruitment administration, candidate assessment, employment permit procedures and employee onboarding.
• Professional Development: The opportunity to strengthen interviewing, applicant coordination and work permit processing capabilities.
• International Experience: Occasional travel to assist with overseas recruitment activities.
• Team Environment: A supportive workplace where the successful candidate’s contribution will have a direct and positive effect on applicants joining the Business.
• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid and constructive feedback to enhance your CV.
• Interview Planning: Get personalised preparation sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it is the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

Heroix - Rise to New Heights

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Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025