Recruiting Operations Coordinator

About the 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.

Responsibilities

• 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.

Requirements

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.

Company Values

• 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

Benefits

• 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