Senior Recruiting Coordinator

About the role

This role owns and elevates the candidate experience, ensuring every interaction reflects Vapi’s high standards and serves as a strong first impression of the company.

Responsibilities

• 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.
• 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.
• Own recruiting operations reporting, dashboards, and analytics, transforming recruiting data into actionable insights that inform hiring and workforce planning decisions.
• Be 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

• 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.