Recruiting Operations Lead

Tolan • San Francisco, CA

2d • Onsite

About The Position

Tolan is an Embodied Companion — a cute AI alien you talk with naturally, like a friend. Tolans have their own personality and preferences, and over time form memories about you, your life, and your shared friendship.
We're an experienced team that previously founded Even, acquired for $300M in 2022. Tolan is backed by the designers and founders behind Instagram, Retro, Behance, Vimeo, and Notion. Our team works hard, with an emphasis on autonomy and ownership. We're building together in-person in downtown SF.
The Role
We're looking for someone who can run the full recruiting operations function — from the moment a candidate enters our pipeline to their first day on the job. You'll work hand-in-hand with our Head of Talent to build a nimble tech-enabled recruiting motion that hires the best talent in the world.

Requirements

• Recruiting or ops background. You've spent time in a recruiting coordination, recruiting operations, or HR ops role — ideally at a startup or high-growth company where you had to build as much as execute.
• Obsessively organized. Nothing falls through the cracks. You run on checklists, calendar hygiene, and follow-through, and the people around you trust you completely.
• Operationally-minded. You see every broken workflow as an opportunity. You build templates, document processes, and systematize everything you touch.
• Deep ATS fluency. You know Ashby (or a comparable ATS) inside and out — including automations, reporting, and configuration — and you've made it work harder than most people thought it could.

Responsibilities

• Own recruiting coordination. Run interviews end-to-end across all open roles — scheduling, confirmations, logistics, and follow-through. Candidates feel informed and taken care of at every step, and nothing hits the ground.
• Optimize our Ashby instance. Make sure our ATS is set up to actually accelerate recruiting — clean data, intuitive workflows, and automations that eliminate manual work wherever possible.
• Expand and manage our recruiting tech stack. Evaluate and bring in new tools where they add value, and make sure what we have is being used well.
• Orchestrate candidate flow across channels. Manage inbound from recruiting agencies and other sourcing channels — keeping pipelines organized, communication tight, and handoffs clean.
• Own HR onboarding. Guide new hires through the onboarding process from offer acceptance to day one — coordinating paperwork, systems access, and the logistics that make a strong first impression.
• Build dashboards and analytics. Give the recruiting team a real-time view of pipeline health, recruiter performance, time-to-fill, and the metrics that actually matter.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed