Recruiting Operations Specialist (Contract)

TRM Labs; São Paulo; Remote; BRL 90,000 - 130,000; Full time

Job summary

TRM Labs is seeking a Recruiting Operations Specialist to streamline interview scheduling and candidate experiences across multiple time zones. You will work closely with recruiters, hiring managers, and candidates to keep hiring processes running smoothly in a fast‑growing startup environment.

You will own data integrity in Ashby, produce recurring Talent team reports, and identify bottlenecks to drive process improvements, including automation.

Qualifications

• 1+ years in recruiting coordination or scheduling-heavy role.
• Hands-on ATS experience, Ashby preferred.
• Excellent organizational skills with strict deadlines.
• Fluent written and spoken English.
• Customer- and service-minded approach.
• Ability to overlap with US working hours.

Responsibilities

• Own interview scheduling across multiple time zones.
• Be a first point of contact for candidates.
• Maintain accurate data in Ashby and prepare recurring reports.
• Identify bottlenecks in workflows and help implement improvements, including automation.
• Partner with recruiters and hiring managers to align on scheduling priorities.

Skills

Recruiting coordination

ATS experience

Google Calendar

Organizational skills

English fluency

Tools

Ashby ATS

Google Calendar

Job description

Build a Safer World.

TRM Labs provides AI-powered intelligence solutions that help public and private sector agencies investigate and disrupt crime. TRM's platforms enable investigators to trace illicit activity, build cases, and construct operating pictures of threat networks. Leading agencies and businesses worldwide rely on TRM to make the world safer and more secure.

We’re looking for a highly organized and proactive Recruiting Operations Specialist to support our Talent team in delivering an exceptional candidate experience. In this role, you’ll work closely with recruiters, hiring managers, and candidates to schedule interviews and keep our hiring processes running smoothly and efficiently.

This is an exciting opportunity to contribute to a fast‑paced, high‑growth startup and play a key role in our mission to attract world‑class talent.

What you’ll do

• Own interview scheduling across multiple time zones, keeping candidates, hiring managers, and interviewers aligned.

• Be a first point of contact for candidates, providing timely updates and a professional experience.

• Maintain accurate data in Ashby and prepare recurring reports for the Talent team.

• Identify bottlenecks in our workflows and help implement improvements, including automation.

• Partner with recruiters and hiring managers to align on scheduling priorities.

What we’re looking for

• 1+ years of experience as a recruiting coordinator, executive assistant or in a similar scheduling‑heavy role

• Hands‑on experience with an ATS (Ashby preferred) and Google Calendar

• Strong organization, attention to detail, and the ability to manage competing deadlines

• Fluent written and spoken English

• A service‑minded approach to candidates and internal stakeholders

• Availability to overlap with US working hours

About the Team:

• Our talent team is fully remote, embracing async communication and collaboration through Slack channels, thorough documentation, and proactive updates to keep work moving forward smoothly across time zones.

• We’re committed to structured alignment, holding weekly hiring syncs for each role, weekly team sourcing syncs, and bi‑weekly team meetings to ensure everyone is on the same page and to solve challenges collectively.

• Driven by a dedication to our craft, we continuously refine our best practices and data quality to deliver an exceptional experience for both internal stakeholders and candidates, supported by precise, reliable reporting.

• As a globally distributed team, we operate across various time zones, yet most of us overlap for collaboration and meetings between 7am-12pm PST, bringing flexibility and resilience to our work routines.

• All team members, regardless of location, maintain at least a 4‑hour overlap with PST business hours to enable real‑time collaboration and drive solutions effectively across the team.

Learn about TRM Speed in this position:

• Within 72 hours of receiving a position, you attend the intake meeting prepared with a Total Addressable Market (TAM) overview and 5-10 sample profiles to review with the hiring team.

• Within 48 hours of receiving initial candidate feedback, you refine search criteria based on the hiring team’s insights, then, within 24 hours, create A/B outreach messaging to engage targeted profiles and aim to source 100 candidates within the first week.

• While sourcing externally, you identify 5 team members at TRM with relevant networks, proactively reaching out via Slack to schedule a sourcing jam with the recruiter to explore potential referrals.

• Two weeks after the initial outreach, you analyze sourcing data to identify what is and isn’t driving conversions. You share your insights and recommendations with the hiring team to refine and optimize the outreach strategy, and you continue to monitor and adjust the approach until the position is filled.

Interviewing with TRM

Our process is designed to understand how you think, solve problems, and deliver impact, while allowing you to evaluate TRM. Most interview processes include a case study, an AI skills assessment, and a Leadership Principles interview.

• Recruiter Intro: Qualifications, motivations, and alignment with the role.

• Hiring Manager: Deep dive into your relevant experience, skills, and impact.

• First Round: 1-2 interviews focused on the skills most critical to the role.

• Final Round: Hands‑on case study. This is usually a panel‑style session where we go deeper into your craft, problem‑solving, and alignment with TRM.

• References: Former colleagues who can provide insight into your work and impact.

• Offer: Congrats! Your recruiter will present the offer and compensation details.

• Welcome to TRM: We’re excited to build a safer world with you!

Your recruiter will share your specific interview plan and preparation guidance along the way.

AI Fluency at TRM

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