Senior Recruiting Coordinator

Vapi

Senior Recruiting Coordinator managing the recruiting operations and candidate experience at voice AI company. Overseeing interview processes and enhancing recruitment systems for growth.

Posted 6/18/2026full-timeSan Francisco • California • 🇺🇸 United StatesSenior💰 $160,000 - $180,000 per yearWebsite

About the role

Key responsibilities & impact

Own and elevate the candidate experience, ensuring every interaction reflects Vapi’s high standards and serves as a strong first impression of the company.
Take deep ownership of recruiting operations, from interview scheduling and logistics to process execution and continuous improvement.
Act as a builder within RecOps, helping shape and scale the function as Vapi continues its rapid growth.
Manage recruiting data, reporting, and operational insights to improve decision-making and team effectiveness.
Partner with recruiters, hiring managers, and leadership while supporting recruiting events, partnerships, and other pipeline-generation initiatives.
Thrive in ambiguity, proactively identifying opportunities to improve processes, solve problems, and contribute well beyond the traditional scope of a Recruiting Coordinator role.
Own interview scheduling end-to-end across multiple time zones, ensuring a seamless process and keeping candidate pipelines moving efficiently.
Serve as the primary point of contact for candidates, delivering a thoughtful, warm, and high-quality experience across both virtual and onsite interviews.
Maintain impeccable ATS hygiene, ensuring accurate candidate records, stage progression, and recruiting data integrity.
Evaluate and improve recruiting operations by identifying workflow inefficiencies, reducing manual processes, and building strong partnerships with recruiters, hiring managers, and interviewers.
Own the end-to-end candidate logistics experience, including interview scheduling, confirmations, preparation materials, travel coordination, onsite hosting, and offer-to-onboarding handoffs.
Drive recruiting process execution by facilitating debriefs, collecting timely feedback, proactively identifying stalled pipelines, and ensuring candidates move efficiently through the hiring process.
Build and scale recruiting operations by documenting SOPs, improving workflows, and eliminating manual or inefficient processes identified through process audits.
Deliver actionable recruiting insights by owning reporting on funnel conversion, pipeline health, interviewer utilization, and time-to-fill metrics, while partnering with IT and Operations to maintain a seamless interview environment.
Own recruiting operations reporting, dashboards, and analytics, transforming recruiting data into actionable insights that inform hiring and workforce planning decisions.
Partner on recruiting events, community engagement, and employer branding initiatives, including meetups, industry partnerships, and other programs that strengthen Vapi’s talent pipeline.
Design and implement scalable recruiting systems and processes that reduce friction, improve efficiency, and support the company’s rapid growth.
Serve as a steward of the candidate experience, defining and maintaining a world-class hiring bar while proactively identifying challenges, solving problems end-to-end, and anticipating the evolving needs of the recruiting function.

Requirements

What you’ll need

4+ years in recruiting coordination or recruiting operations in a tech or startup environment, including high-volume interview scheduling.
Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar).
Comfortable with data and reporting; you like turning a messy funnel into a clean dashboard and a clear story.
A process builder: you notice what's broken, missing, or inefficient, fix it, and document it so it scales.
Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything.
Genuinely interested in candidate experience as a craft, not an afterthought.
Discreet and trustworthy with confidential candidate and compensation information.
A clear, warm communicator who can confidently represent Vapi to candidates, partners, and executives alike.
Hands on, proactive, and willing to roll up your sleeves.

Benefits

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

recruiting coordinationrecruiting operationshigh-volume interview schedulingdata reportingprocess buildingcalendar logisticscandidate experienceATS managementworkflow improvementanalytics

Soft Skills

communicationproblem-solvingattention to detailtrustworthinessproactivityorganizational skillsinterpersonal skillsadaptabilitytime managementstakeholder management