Recruiting Operations Coordinator

Job description

Voice AI that resolves, not transfers. Most phone systems trap callers in menus and scripts. Vapi is the platform for deploying voice agents that know your business and can listen, adapt, and resolve in minutes. - 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