Recruiting Operations Coordinator

Vapi

Recruiting Operations Coordinator scaling hiring systems for Vapi, a voice-AI platform. Owning scheduling, candidate logistics, recruiting analytics, and process improvement in San Francisco.

Posted 8/14/2026full-timeSan Francisco • California • 🇺🇸 United StatesMid-LevelSenior💰 $124,000 - $140,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in Recruiting Coordination and Operations, with a strong focus on data quality, process improvement, and candidate logistics management. Proficient in utilizing ATS systems like Ashby to enhance recruiting workflows and support high-growth technology environments.

Highest-signal resume keywords

4+ Years Experience In Recruiting CoordinationDeep ATS ExperienceOutstanding Organizational SkillsExcellent Written And Verbal Communication SkillsSystems Mindset With Interest In Automation

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

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

Hard Skills

Recruiting CoordinationData Quality ManagementProcess ImprovementCandidate Logistics ManagementInterview SchedulingFunnel Conversion ReportingOperational Metrics ManagementRecruiting WorkflowsConfidential Information HandlingProblem Resolution

Soft Skills

Attention To DetailProfessionalismHigh AgencyComfort With AmbiguityAbility To Resolve Problems Independently

Tools & Technologies

AshbyGreenhouseLever

Industry Keywords

High-Growth Technology CompaniesRecruiting EventsEmployer Branding InitiativesTalent Programs

About the role

Key responsibilities & impact

Own interview scheduling for assigned searches, coordinating complex calendars across multiple time zones
Serve as the primary point of contact for candidate logistics
Maintain data quality in Ashby
Learn recruiting workflows and identify process friction
Own candidate logistics end-to-end, including scheduling, travel, onsite coordination, interview preparation, and offer-to-onboarding handoffs
Facilitate debriefs and keep hiring teams on schedule
Improve recruiting workflows, SOPs, or operational processes
Partner with recruiters and leadership on pipeline, interviewer utilization, funnel conversion, and time-to-fill reporting
Own a recruiting dashboard or operational metric used by leadership
Support recruiting events, employer branding initiatives, and talent programs
Help build scalable recruiting systems
Proactively identify and resolve operational bottlenecks

Requirements

What you’ll need

4+ years of experience in Recruiting Coordination or Recruiting Operations
Experience in high-growth technology companies preferred
Experience supporting fast-moving recruiting teams with multiple concurrent searches and competing priorities
Deep ATS experience; Ashby preferred, Greenhouse or Lever welcomed
Strong understanding of recruiting data quality and workflows
Outstanding organizational skills and attention to detail
Excellent written and verbal communication skills
Professionalism representing Vapi to candidates, executives, and external partners
High agency and ability to resolve problems independently
Systems mindset with interest in automation, simplification, and process improvement
Comfort with ambiguity and evolving priorities
Absolute discretion and professionalism handling confidential candidate, compensation, and company information
Ability to work in the San Francisco office 3–5 days a week
Authorization to work in the United States

Benefits

Comp & perks

Competitive salary
Excellent equity ownership
Medical, dental, and vision plans
Quarterly off-sites
Flexible time off
Catered meals
Transportation
Gym
$10k annual L&D budget