Recruiting Operations Specialist

ID.me•Mountain View, CA

2d•Onsite

About The Position

ID.me is seeking a Recruiting Operations Specialist to enhance its hiring experience, making it efficient, compliant, scalable, and candidate-centered. This role is crucial for supporting the Recruiting Delivery Team, hiring managers, and TA Operations leadership by ensuring smooth recruiting operations from interview coordination to pre-employment readiness. The position involves operational execution, process governance, compliance support, and a strong emphasis on candidate experience. A key aspect of this role is modernizing recruiting operations through the strategic use of AI and automation. The ideal candidate will be highly organized, detail-oriented, capable of handling sensitive information with discretion, and proficient in using AI tools to streamline workflows, improve quality, and drive operational excellence in a dynamic environment. This is an on-site position at ID.me’s West Coast headquarters in Mountain View, California, requiring a 5-day-a-week presence.

Requirements

Bachelor’s degree required.
0–2+ years of experience, including internships, academic projects, or entry-level exposure in recruiting operations, recruiting coordination, human resources, talent acquisition, sales operations or a related field, or equivalent practical experience.
Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
High attention to detail and strong standards for documentation, accuracy, and follow-through.
Strong written and verbal communication skills.
Experience handling sensitive or confidential information with discretion.
Ability to work independently within established processes while applying sound judgment.
Demonstrated AI fluency, including the ability to use AI tools to improve workflow efficiency, quality, and execution.
Successful completion of an AI skills assessment.

Nice To Haves

Experience with Greenhouse ATS and Google Workspace, including Calendar, Gmail, Docs, and Sheets.
Experience supporting recruiting compliance processes, including background checks, drug screening, audit preparation, or employment documentation.
Experience using AI-enabled tools to improve operational workflows, documentation, communications, or reporting.
Experience supporting recruiting programs such as events, early career hiring or hiring campaigns.
Comfort working with senior stakeholders and managing complex scheduling scenarios.
Familiarity with recruiting metrics such as pipeline health, funnel conversion, cycle time, screening turnaround, and SLA tracking.
Experience building or maintaining SOPs, playbooks, or operational process documentation.

Responsibilities

Manage complex interview scheduling for panel, onsite, and executive loops, ensuring a high-quality experience for candidates and stakeholders.
Oversee interview logistics, including itineraries, calendars, interview guides, scorecards, candidate communications, assessments, and pre-employment steps.
Support candidate travel and related logistics.
Utilize AI-supported tools to streamline coordination, enhance communication quality, and reduce administrative tasks while maintaining a high-trust, human-centered approach.
Support day-to-day Talent Acquisition Operations activities, including workflow coordination, documentation, and follow-through on key initiatives.
Create and improve templates, process documentation, and operational resources for consistency, scalability, and execution quality.
Identify and implement process improvements to reduce manual effort, enhance service levels, and enable more efficient ways of working.
Support TA Operations projects and initiatives, such as tool rollouts, process updates, recruiting campaigns, and hiring surges.
Own and maintain the recruiting SOP library as the central source of truth for operating procedures.
Ensure process documentation is current and support the adoption of best practices across the recruiting function.
Maintain ATS data accuracy and integrity, including required fields, dispositions, and workflow compliance.
Prepare and review reports on pipeline hygiene, screening turnaround times, operational performance, and program activity.
Use AI-enabled tools to support reporting and analysis by identifying trends, flagging exceptions, and pinpointing data quality issues, validating outputs for accuracy.
Support recruiting initiatives like early career hiring, university recruiting, veteran hiring, recruiting events, and hiring campaigns.
Assist with talent marketing and candidate communications for events and nurture efforts.
Coordinate onboarding and orientation logistics for a seamless transition from offer acceptance to Day 1.
Assist with pre-employment immigration processes by tracking key milestones, required documentation, and case status.
Use approved AI-enabled tools to improve the speed, accuracy, and scalability of recruiting operations.
Identify opportunities to apply AI and automation to coordination, documentation, reporting, and communication workflows.
Apply sound judgment to determine appropriate use of AI versus human-led approaches, especially in sensitive situations.
Protect candidate privacy and confidential information in accordance with company policies and data protection standards.
Escalate tool issues, workflow gaps, or potential data risks to TA Operations leadership.

Benefits

Comprehensive medical, dental, vision
Health savings account
Flexible spending accounts (medical, limited purpose, dependent care, commuter benefit accounts)
Basic and voluntary life and AD&D insurance
401(k) with company match
Parental leave
Ability to participate in unlimited paid time off subject to the terms and conditions of the PTO policy, including 8 company wide holidays
Short and long-term disability insurance
Accident and critical illness insurance
Referral bonus policy
Employee assistance program
Pet insurance
Travel assistant program
Wellbeing and childcare discounts
Benefit advocates
Learning and development benefit