Recruiting Operations Coordinator

Vitalize•San Francisco, CA

About The Position

Vitalize is seeking a Recruiting Operations Coordinator to serve as the operational backbone of their Talent team. This role is crucial for scaling the company and improving the hiring process. The coordinator will be responsible for optimizing operations, leveraging technology like Ashby and AI, and ensuring a seamless candidate and new hire experience. The position involves owning interview operations, building automations and workflows within Ashby, identifying and fixing process inefficiencies, and maintaining data quality. Additionally, the role includes managing the onboarding experience from offer acceptance to Day One and creating positive candidate touchpoints throughout the interview process. There is also an opportunity to learn and develop sourcing skills, becoming a proactive talent identifier.

Requirements

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.

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 candidate—whether 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.