Recruiting Operations Coordinator

Talent Team Coordinator

This isn't a traditional recruiting coordinator role. You'll be the operational backbone of our Talent team as we scale and build-the person constantly looking for better ways to hire. When you see friction, you fix it. When you notice repetitive work, you automate it. When a process doesn't scale, you build one that does. You find satisfaction in making complex things feel effortless.

You'll become our in-house Ashby expert, pushing the platform beyond the basics by building automations, creating thoughtful interview kits, improving workflows, leveraging AI, and ensuring every part of our hiring process gets a little better every week. You're the type of person who loves tinkering with systems and is always asking, "There has to be a better way to do this."

You'll also own some of the most important moments in a candidate's and employee's journey. Whether it's creating a seamless interview experience or ensuring every new hire has an incredible first day, you sweat the small details because you know they're what people remember.

Finally, we believe sourcing is one of the highest-leverage skills in recruiting, and we want everyone on our Talent team to learn it. We'll teach you how to identify exceptional talent, build talent maps, develop thoughtful outreach strategies, and proactively engage candidates long before they're looking for their next opportunity. Over time, you'll become one of our secret weapons-not because you manage the process, but because you consistently help us find incredible people.

Responsibilities

• Own interview operations across the company, ensuring every interview is thoughtfully coordinated and every candidate has an exceptional experience.
• Become the internal expert on Ashby. Build automations, workflows, interview plans, templates, interview kits, dashboards, and reporting that make recruiting faster, smarter, and more scalable.
• Continuously identify opportunities to leverage AI and technology to eliminate manual work, improve quality, and create leverage for the Talent team.
• Own the operational excellence of our Talent function. If there's friction in our hiring process, you'll identify it, fix it, and build a better way.
• Partner with recruiters to build interview kits, standardize scorecards, and ensure interviewers have the tools they need to make exceptional hiring decisions.
• Maintain exceptional data quality across Ashby so reporting, candidate data, interview feedback, and recruiting metrics remain accurate and actionable.
• Build recruiting dashboards that help us understand funnel conversion, hiring velocity, interviewer health, and where we can improve.
• Evaluate and implement new recruiting technologies that help us hire better and faster.
• Own the onboarding experience from offer acceptance through Day One, partnering with hiring managers, IT, Facilities, and People Operations to ensure every new hire has an exceptional first-day experience.
• Create memorable candidate touchpoints throughout the interview process so every candidatewhether hired or not-leaves impressed by the way Vitalize hires.
• Learn sourcing and talent identification, eventually becoming a trusted sourcing partner who proactively uncovers exceptional talent for our highest-priority searches.

Qualifications

• 2+ years of Recruiting Coordination, Recruiting Operations, or Talent Operations experience in a fast-paced environment.
• Deep expertise with Ashby. You know how to build automations, configure workflows, create interview plans, write interview kits, generate reporting, and continuously improve how recruiting operates.
• You're obsessed with process and operational excellence. You naturally identify inefficiencies and enjoy building systems that make teams more effective.
• Exceptional attention to detail. You catch the things other people miss and consistently deliver a polished, thoughtful experience.
• A hospitality mindset. Every interaction with a candidate, interviewer, hiring manager, or new hire feels organized, intentional, and leaves people feeling genuinely cared for.
• Curiosity around AI and recruiting technology. You're constantly looking for ways to automate repetitive work, improve quality, and create leverage for the Talent team.
• Strong project management skills and the ability to manage multiple priorities without sacrificing quality.
• Exceptional judgment. You know when to move quickly, when to escalate issues, and how to represent Vitalize professionally in every interaction.
• High agency. You don't wait for someone else to identify a problem-you proactively solve it.
• A growth mindset. You're excited to learn sourcing and develop into someone who can identify, engage, and attract exceptional talent-not just coordinate interviews.

Success Metrics

• Ashby becomes a competitive advantage because of the systems, automations, and workflows you've built.
• Candidates consistently describe their interview experience as one of the best they've had.
• Hiring managers trust that every interview process is organized, thoughtful, and runs seamlessly.
• Every new hire has an exceptional onboarding experience and feels set up for success from Day One.
• You proactively identify operational bottlenecks and solve them before they become problems.
• You become a trusted sourcing partner who consistently uncovers exceptional talent that others miss.