Talent Coordinator

Employee Experience & Talent Coordinator

The $250B insurance claims industry runs on fax machines, phone tag, and adjusters buried in paperwork. Cycle times stretch for months. Data is locked in legacy systems. And the workforce is aging out faster than it's being replaced. Vega is the premier AI-native claims TPA built to replace that entire stack. Our team is equal parts experienced insurance operators and modern technologists. We care deeply about delivering superior outcomes for our clients, and we want builders that get their hands dirty shipping solutions that move the needle.

We're looking for an Employee Experience & Talent Coordinator to help us hire great people and make our office a place people genuinely love coming to. You'll sit on the People team, splitting your time between recruiting coordination and employee experience — scheduling interviews and running a great onsite candidate experience, keeping our office and employee events running smoothly, and supporting new hires as they onboard. This is a highly in-person role: you'll be in our New York office four days a week, and you'll be the person who makes the day-to-day experience — for candidates, new hires, and the team — feel organized, warm, and well run. You'll do well here if you like variety, don't mind switching gears a few times a day, and take real pride in the small things that make an office, hiring & people processes, feel well run. Bonus points if you're already using AI in your day-to-day and are eager to find smarter, more efficient ways to run our tools and workflows.

What You'll Do

In-Office Experience & Employee Events

• Own the day-to-day office experience — keeping the space tidy, stocked, organized, and welcoming
• Manage vendor relationships (cleaning, maintenance, food & beverage, security) and hold them to a high standard
• Plan and run in-office events, team lunches, happy hours, and other employee experience moments
• Coordinate logistics for visitors, onsite candidates, and company gatherings
• Manage office access including badge distribution
• Host guests, candidates, and visitors so every visit reflects well on the company
• Support space planning, furniture moves, and office improvement projects

Recruiting Coordination

• Schedule and coordinate interviews across multiple open roles, keeping candidates, interviewers, and hiring managers aligned
• Own the onsite candidate experience — greeting candidates, running interview days smoothly, and making sure every visit feels polished
• Communicate with candidates throughout the process so they always know what's next
• Use Ashby ATS's scheduling tools to automate where you can and keep manual work to a minimum
• Keep our applicant tracking system accurate and up to date with candidate stages and notes

People Operations

• Support new hire onboarding so first days are smooth and welcoming (paperwork, system access, first-day setup, etc.)
• Help prepare onboarding materials, schedules, and workspace setup
• Field People-related questions on onboarding, HR data, benefits, and employment verifications
• Process employee changes in HiBob and partner with IT and Payroll to keep new hire information accurate
• Maintain and update People team documentation as processes change
• Pitch in on People team projects as they come up

What You Bring

• 1–3 years of experience in recruiting coordination, office management, or a related operational role
• Strong organizational skills — you can juggle multiple schedules and priorities without dropping details
• A warm, people-first approach — you make candidates and employees feel welcome
• Experience with Recruiting ATS platforms, calendar tools and HRIS systems a plus (Ashby or HiBob for example)
• Resourcefulness — you figure things out and take initiative rather than waiting to be told
• Startup or fast-paced environment experience
• Excitement to be in office four days a week and help build the culture in person

Benefits

• Competitive Salary
• Equity - giving you direct stake in the future of an AI-native industry leader.
• Top-tier medical, dental, and vision insurance.
• 401k with company match.
• Flexible PTO and a work from home stipend.
• A fast-paced, high-talent density team that values transparency and shipping fast.

We set our salary ranges using compensation data from companies similar to our stage and size. For this role, the estimated salary range for this position is $80,000 - $95,000.