Recruiting Operations Coordinator

Vapi•San Francisco, CA

2d•$124,000 - $140,000•Remote

About The Position

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.

Requirements

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.

Responsibilities

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.
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.
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.