4+ years in recruiting coordination or operations in a tech/startup environment
Hands-on experience with an ATS such as Ashby, Greenhouse, or Lever
Proficient with data reporting and analysis
Skilled in process improvement and documentation
Exceptional at managing complex calendar logistics
Deep interest in enhancing candidate experience
Trustworthy with confidential information
Strong communicator, both written and verbal
Responsibilities
Elevate candidate experience as the primary point of contact
Facilitate interview scheduling and logistics across time zones
Ensure data integrity in the ATS
Identify and improve recruiting process inefficiencies
Manage comprehensive candidate logistics and interviews
Deliver actionable insights through hiring metrics and analytics
Design and implement scalable recruiting systems
Benefits
Competitive salary with equity ownership
Comprehensive health coverage (medical, dental, vision)
Flexible time off policy
Quarterly team off-sites
Catered meals and transportation support
$10k annual budget for learning and development
Full Job Description
Senior Recruiting Coordinator
Why We're Hiring This Role:
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.
What You'll Do:
30 Day:
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.
60 Day:
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.
90 Day:
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.
Who You Are:
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.
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
