Administrative Assistant / Recruitment Coordinator

About the company

We are seeking a highly organised, proactive, and personable Administrative Assistant / Recruitment Coordinator to support the day-to-day administrative, recruitment, and coordination activities of a leading property development company. The ideal candidate will be a confident communicator with exceptional attention to detail, strong follow-up skills, and the ability to manage multiple priorities in a fast-paced, international business environment. This role requires someone who can efficiently manage documentation, coordinate with internal and external stakeholders, support senior management in a Personal Assistant capacity, and liaise with international offices and partners across Finland and other global markets. We are looking for a professional who takes ownership, anticipates requirements, follows through on pending matters, and ensures that nothing falls through the cracks.

Your tasks

Administrative & Personal Assistant Support

• Provide comprehensive administrative and secretarial support to senior management, including calendar management, meeting coordination, travel arrangements, correspondence, and follow-ups.
• Manage emails, calls, appointments, meeting schedules, and day-to-day office coordination.
• Prepare reports, presentations, meeting minutes, letters, and other business documents.
• Handle confidential information and sensitive correspondence with discretion and professionalism.
• Anticipate management requirements and proactively ensure that pending tasks are followed up and completed on time.

Documentation & Records Management

• Collect, review, organise, and maintain company documents, contracts, forms, records, and other essential paperwork.
• Follow up persistently with relevant departments, employees, candidates, and external stakeholders to obtain missing or incomplete documents.
• Track pending documentation, maintain accurate records, and ensure timely submission of required information.
• Identify discrepancies, missing information, and documentation gaps, ensuring that issues are escalated and resolved promptly.
• Maintain systematic digital and physical filing systems, ensuring documents are easily accessible and properly organised.
• Support the preparation and coordination of documentation related to property development operations, as required.

Recruitment Coordination

• Coordinate recruitment activities, including candidate communication, interview scheduling, interview confirmations, and follow-ups.
• Liaise with candidates, hiring managers, HR teams, and recruitment agencies to ensure a smooth recruitment process.
• Collect and verify candidate documentation, maintain recruitment trackers, and follow up on outstanding requirements.
• Assist with onboarding coordination, employment documentation, and joining formalities.
• Maintain confidentiality when handling candidate information and recruitment-related matters.

International Coordination & Communication

• Coordinate with overseas offices, international partners, consultants, and stakeholders, particularly in Finland and other international markets.
• Manage cross-border correspondence, virtual meetings, appointments, and follow-ups across different time zones.
• Communicate professionally with individuals from diverse cultural and professional backgrounds.
• Ensure timely information exchange and follow through on requests, outstanding documents, and action points.
• Maintain clear communication between senior management, internal teams, and international stakeholders.

General Coordination & Office Support

• Monitor outstanding tasks, maintain follow-up lists, and ensure deadlines are met.
• Support multiple departments with administrative coordination and information management.
• Handle competing priorities efficiently while maintaining accuracy and a high standard of work.
• Identify opportunities to improve administrative processes, documentation tracking, and coordination.
• Undertake additional responsibilities as required by management.

Requirements

• Bachelor's degree or diploma in Business Administration, Human Resources, Office Management, or a related field.
• Minimum 3–5 years of relevant experience in administration, executive assistance, recruitment coordination, or a similar role.
• Previous experience supporting senior management or working in a Personal Assistant capacity is highly desirable.
• Experience in real estate, property development, construction, or an international business environment will be an advantage.
• Excellent written and verbal communication skills in English.
• Strong proficiency in MS Office, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent organisational skills, attention to detail, and documentation management capabilities.
• Demonstrated ability to follow up on pending documents and outstanding tasks until completion.
• Ability to coordinate effectively with international stakeholders across different time zones.
• Strong multitasking skills and the ability to perform under pressure in a deadline-driven environment.
• High levels of professionalism, discretion, initiative, and accountability.

The successful candidate will be someone who

• Has a confident, polished, professional, and approachable personality.
• Communicates clearly, diplomatically, and confidently with people at all levels.
• Is proactive, resourceful, and solution-oriented rather than waiting for instructions.
• Is exceptionally organised and does not overlook details or pending tasks.
• Demonstrates persistence and tact when following up on missing documents and delayed responses.
• Can manage pressure, changing priorities, and urgent requests without compromising quality.
• Is culturally aware and comfortable working with international teams and stakeholders.
• Demonstrates maturity, discretion, reliability, and a strong sense of ownership.

How to apply

If you are an organised, articulate, and proactive professional who excels at keeping people, documents, and priorities on track, we would like to hear from you.