Recruiting Operations Coordinator

Voice AI that resolves, not transfers.

• The numbers: 1 billion calls. 1 million developers. 10x enterprise ARR growth

• The customers: Amazon Ring, ServiceTitan, New York Life, Intuit, Kavak, and thousands more, from YC startups to the Fortune 500

• The news: a $50M Series B led by Peak XV Partners, with Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), Y Combinator, and our earlier backers. Total raised: $72M

Why We’re Hiring This Role:

• We're building a world-class Recruiting Operations function to support one of the fastest-growing AI companies in the world.

• This isn't a traditional Recruiting Coordinator role where success is measured by how many interviews you schedule. You'll own a meaningful portion of our recruiting operations from day one while helping design the systems, processes, and candidate experience that will support Vapi as we scale.

• You'll work closely with recruiters, hiring managers, interviewers, executives, and candidates to ensure every interaction reflects the quality and speed we expect from our team.

• If you love bringing order to complexity, thrive in fast-moving environments, and enjoy improving the way things work, you'll have an outsized impact here.

What You’ll Do:

• 30 Day :

  • Own interview scheduling for your assigned searches, coordinating complex calendars across multiple time zones with speed and precision.

  • Become the primary point of contact for candidate logistics, delivering a thoughtful, seamless experience for every interview.

  • Maintain exceptional data quality in Ashby so recruiters and leaders can trust the information they're using.

  • Learn our recruiting workflows and identify friction points that slow candidates or interview teams down.

• 60 Day :

  • Own candidate logistics end-to-end, including interview scheduling, travel, onsite coordination, interview preparation, and offer-to-onboarding handoffs.

  • Keep interview feedback moving by facilitating debriefs and ensuring hiring teams stay on schedule.

  • Improve at least one recruiting workflow, SOP, or operational process based on opportunities you've identified.

  • Partner with recruiters and leadership on reporting around pipeline health, interviewer utilization, funnel conversion, and time-to-fill.

• 90 Day :

  • Own a recruiting dashboard or operational metric that leadership relies on to make hiring decisions.

  • Support recruiting events, employer branding initiatives, and other talent programs that strengthen our hiring engine.

  • Help build scalable recruiting systems that improve speed, consistency, and candidate experience as the company grows.

  • Become a trusted operational partner who proactively identifies problems before they become bottlenecks.

Who You Are:

• We're looking for someone who combines exceptional operational execution with a builder's mindset.

• You likely have:

  • 4+ years of experience in Recruiting Coordination or Recruiting Operations, ideally within high-growth technology companies.

  • Experience supporting fast-moving recruiting teams with multiple concurrent searches and competing priorities.

  • Deep ATS experience (Ashby preferred, Greenhouse or Lever also welcomed), with a strong understanding of data quality, workflows, and recruiting operations.

  • Outstanding organizational skills—you rarely miss details, and people know they can rely on your work.

  • Excellent written and verbal communication skills, with the professionalism to represent Vapi to candidates, executives, and external partners.

  • High agency. When something is broken, you fix it instead of waiting for someone else to.

  • A systems mindset. You naturally look for opportunities to automate, simplify, and improve processes rather than repeating manual work.

  • Comfort working with ambiguity and evolving priorities. You enjoy building processes that don't exist yet.

  • Absolute discretion and professionalism when handling confidential candidate, compensation, and company information.

How We Work:

• Build something worthy of love

  • Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.

• Commit and follow through

  • We finish what we start and build trust by being people others can count on.

• Why not today?

  • We value urgency and momentum. The fastest path to customer value usually wins.

• Seek raw input

  • We go directly to customers, data, and teammates instead of relying on summaries or assumptions.

• It’s our problem

  • We operate as one team. We share credit, own mistakes together, and support each other when things get hard.

• Be direct and kind

  • We give feedback clearly, respectfully, and without delay.

Why Vapi:

• Generational impact : Build the human interface for every business

• Ownership culture : Many of us are previous founders

• Kind team : The founders, Jordan and Nikhil, are Canadians

• Tier-1 Investors : YC, KP seed, Bessemer Series A

What We Offer:

• Real stake : We offer a competitive salary and excellent equity ownership

• Comprehensive health coverage : medical, dental, and vision plans

• Team love : We love hanging out, and we do quarterly off-sites

• Flexible time off : take what you need

• More : catered meals, transportation, gym, and a $10k annual L&D budget