Job ref no.: CT3119337-01#7318


Herbert Smith Freehills

We are looking for a HR Administrator to provide operational support to our Resourcing team, Asia with responsibilities of:-

Management of applicant tracking system (ATS)
  • Responsible for managing live and expired job postings and monitoring the status of each opening for new applications etc.
  • Manage all internal processes associated with recruitment e.g. update the recruitment ATS as required; file communication and documents to Worksite accordingly etc.
  • Log profiles to the recruitment ATS and update candidate status
  • Set up accounts on the recruitment ATS for recruiters to upload profiles to the system

Support Lateral Recruitment Process
  • Keep an up to date and accurate record of the progress of applications
  • Circulate a recruitment update to preferred recruitment agencies on a regular basis
  • Liaise directly with the business and recruiters/candidates to arrange interviews and when appropriate arrange video conference facilities, Skype, teleconference etc.
  • Confirm interview arrangements by sending out meeting requests to interviewers and ensure they have candidate's CV and details
  • Ensure pre-employment checks are requested for new starters.
  • Assist the other Asia offices in fee earner recruitment where appropriate in interview arrangement and providing feedback to recruiters
  • Maintain Agency list & Term of Business expiry list

Graduate Recruitment
  • Provide support in graduate recruitment events including law fairs, career talks, open house, etc.
  • Assist in selection process of interns/graduates from candidate management, CV screening, interview arrangement, etc
  • Work closely with Immigration Department on visa application process for Interns
  • Support and assist in ad hoc graduate recruitment campaigns

HR.Net (self-service system which allows staff to update personal details and request leave on-line)
  • Create CMS accounts for all new joiners in the Hong Kong office
  • Upload resumes and contracts onto the system

Team administration
  • Monitor Asia recruitment inbox
  • Process and reconcile invoices and reimburse all expenses in relation to recruitment and graduate recruitment
  • Work with other HR Administrators to file documents in personnel files and the departmental filing system
  • Ensure the internal vacancy update is kept up to date, accurate and reliable at all times for purposes of extracting MI Stats
  • Keep a log of recruitment agencies who have agreed terms with the Asia offices and file the agreements accordingly
  • Review and respond to speculative CVs and applications as appropriate
  • Reporting or administration assistance for ad-hoc projects as advised by Managers/Advisors
  • Undertake any duties reasonably assigned, outside those described above, in order to help the HR team meet its objectives.


  • Candidate who is proactive, confident and likes to use own initiative to learn and develop own skills would be desirable;
  • A driven, communicative individual who can manage competing demands and deliver tasks at a fast pace;
  • Tertiary qualification in Human Resources/related discipline or equivalent experience;
  • 1-2 years' experience HR experience;
  • Good Microsoft Office skills;
  • Experience of using and maintaining HR database;
  • Excellent organisational, time management and prioritisation skills are required.


Human Resources


Our competitive advantage is our people and our culture. Our HR team works closely with the leaders of the business to recruit exceptional people, nurture their development and guide their career.

As a member of the HR team, you could be working as a business partner assigned to a particular practice group, or in one of our specialist areas, including graduate or lateral recruitment, global mobility or reward. No matter what your position, you’ll play a core role in shaping the future of the firm.


Business Services




Full Time


We aim to have a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator and where we celebrate the uniqueness of our people. Our firm is made up of people with a range of experience and backgrounds. We strive to ensure that our inclusive environment means our people feel valued and able to perform at their best by being their authentic selves at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling engaged.

Interested parties please click Apply Now to apply job.

All applications applied through our system will be delivered directly to the advertiser and privacy of personal data of the applicant will be ensured with security.

More job information
Job ref no. CT3119337-01#7318
  • N/A
Job Function
Employment Term
  • Full-time
  • 1 year - 2 years
Career Level
  • Non-management level
  • Degree