Who you are

• We are seeking a proactive and detail-oriented Recruiting Coordinator II to join our Recruiting Operations team
• 1–2 years of experience in recruiting coordination or a related role
• Proven ability to thrive in a remote-first environment
• Strong organizational and time management skills; able to balance multiple priorities
• Adaptable and solutions-focused in fast-changing situations
• Excellent attention to detail, follow-through, and analytical thinking
• Strong written and verbal communication across diverse stakeholders
• Discreet and professional with confidential information
• Positive, proactive, and service-oriented mindset
• Experience with ATS platforms (Ashby a plus)
• Proficiency in remote collaboration tools (Zoom, Slack, Google Workspace)
• Passion for delivering an outstanding candidate and new hire experience

What the job involves

• In this role, you’ll be at the heart of our hiring process by coordinating interviews, managing candidate communications, and ensuring a seamless experience from first contact through onboarding
• You’ll partner closely with recruiters, hiring managers, and candidates to deliver smooth scheduling, efficient operations, and an excellent candidate journey
• As we scale, this position offers opportunities to expand your expertise in recruiting operations, take ownership of projects, and shape how candidates and interviewers experience our process
• You’ll work with a collaborative team that values efficiency, consistency, and the human side of hiring
• Interview Scheduling & Coordination:
• Coordinate interviews across recruiters, hiring managers, departments, and time zones
• Serve as the primary candidate point of contact throughout the recruitment process
• Adapt to scheduling changes quickly while keeping all parties informed and supported
• Maintain accurate, up-to-date records in the applicant tracking system (Ashby)
• Candidate Experience:
• Deliver timely, professional, and supportive communication to all candidates
• Follow up with candidates who have not responded to outreach
• Support initiatives that ensure a consistent, positive candidate experience from first contact to onboarding.
• Onboarding & New Hire Support:
• Order new hire swag and prepare personalized welcome notes
• Schedule first-day training, meetings and introductions
• Lead onboarding presentations and ensure materials are current and engaging
• Systems & Tracking:
• Open and manage job requisitions in Ashby, including interview plans and templates
• Monitor and respond to questions in the Recruiting Help Slack channel
• Manage job-specific Slack channels to keep stakeholders aligned
• Track interviewer participation in shadow/reverse-shadow programs
• Projects & Operations:
• Support recruiting operations projects and process improvements
• Own initiatives related to candidate tracking, documentation and employment branding
• Contribute to recruiting communications and continuous efficiency improvements
• First 30 Days:
• Learn recruiting tools, processes, and systems (Ashby, Slack workflows, Team Ohana)
• Shadow interviews and onboarding sessions
• Take ownership of basic interview scheduling and candidate communications
• Build relationships with recruiters, hiring managers, and interviewers
• First 90 Days:
• Independently manage interview scheduling, onboarding logistics, and candidate communication
• Support projects in recruiting operations (e.g., documentation, reporting, careers page upkeep)
• Identify areas for process improvement and contribute ideas
• Develop confidence as the go-to resource for scheduling and candidate experience
• One-Year Outlook:
• Own end-to-end recruiting coordination and support onboarding operations
• Lead initiatives to improve candidate experience, interviewer training, and internal communications
• Take on stretch projects across recruiting operations such as employment branding, data/reporting, or interviewer enablement
• Continue to grow in the role and advance into new tasks, depending on interests and business needs

Benefits

• 100% company paid medical premiums for employees and dependents
• Flexible Time Off Policy
• “Whaleness” Days — At least 1 company wide day off per month
• Employer Paid Holidays
• Generous Maternity and Parental Leave
• Home Office Set Up Budget
• Monthly Technology Stipend
• Training Allowances
• Life and Disability Insurance
• Retirement Plans
• Virtual and In-Person Social Events
• Docker Swag
• Quarterly Hackathons
• Virtual Coffee with Co-Workers