Recruiting Operations Lead

Beacon Software; Toronto; On-site; CAD 90,000 - 130,000; Full time

Job summary

Beacon Software is hiring a Recruiting Operations Lead to own the Ashby platform, build scalable workflows, and create dashboards that inform hiring decisions across multiple portfolio companies.

You’ll design end-to-end processes, partner with Recruiting Coordinators, and push AI-enabled automation to reduce admin burden while ensuring a consistently strong candidate experience.

Qualifications

• 5+ years in recruiting operations, HR tech, or business systems with ownership of an ATS (Ashby preferred).
• Ability to design process from scratch; Beacon's talent function is new.
• Strong analytical mindset; able to build dashboards and identify impactful metrics.
• Systems thinking; map changes through reporting and integrations.
• Comfort with ambiguity in a fast-moving, multi-entity environment.
• Excellent cross-functional communication with Talent, Finance, and People partners across the holding company.

Responsibilities

• Own Ashby configuration, workflows, integrations, and data hygiene end-to-end.
• Build the reporting layer: dashboards, time-to-fill, source effectiveness, hiring velocity.
• Design repeatable workflows that scale with the team and portfolio.
• Coordinate with Recruiting Coordinator to keep scheduling and communications clean.
• Identify and deploy AI/automation to reduce admin burden across screening and scheduling.
• Standardize candidate journey across corporate and portco searches.
• Collaborate with VP of Talent and Finance on headcount planning and with legal/People on offers and checks.
• Ensure data hygiene across portfolio companies for a unified view.

Skills

Recruiting operations

HR technology

Business systems administration

Ashby ownership

Analytical mindset

Systems thinking

Cross-functional communication

Education

Bachelor's degree or equivalent

Tools

Ashby ATS

Job description

About The Role Beacon's talent function is scaling fast, running in parallel across corporate functions and a growing roster of independently operated portfolio companies. Supporting each one of those searches are the systems and processes behind it: clean Ashby data, funnel and data reporting, and coordination that doesn't drop a candidate between steps. We're looking for a Recruiting Operations Lead to own that infrastructure end-to-end, and to build it right the first time, rather than retrofit in the future.

What You'll Be Doing

• Own Ashby. Configuration, workflows, integrations, and data hygiene are yours end-to-end, not a shared responsibility with whoever has time.
• Build the reporting layer. Funnel metrics, time-to-fill, source effectiveness, and hiring velocity, dashboards recruiters, executives, GMs, and hiring leadership use to make decisions.
• Process design. Turn how Beacon hires today into documented, repeatable workflows that hold up as the team and portfolio grow.
• Coordination backbone. Partner closely with our Recruiting Coordinator to keep scheduling, candidate communications, and interview logistics clean, especially with multiple portco searches running at once.
• AI & automation. Identify and deploy tooling that reduces admin burden across candidate screening and scheduling. This might branch out to other areas including sourcing, and post interview decisions and offer workflows.
• Candidate experience. Standardize the candidate journey across corporate and portco searches with a consistently high bar.
• Cross-functional glue. Work with VP of Talent and Finance on headcount planning and with legal/People partners on offer letters, background checks, and clean handoffs.
• Data hygiene at holdco scale. Every portfolio company's reqs, candidates, and hires need to roll up cleanly into one picture. You build that structure now, not after it's already messy.

What You Bring

• 5+ years in recruiting operations, HR technology, or business systems administration, with real ownership of an ATS (Ashby strongly preferred).
• Comfort building process from scratch, not optimizing an existing one. Beacon's talent function is new; you'll be writing the manual, not editing it.
• A strong analytical mindset. You can build a dashboard, but more importantly, you know which metric actually changes a decision.
• Systems thinking. You can map how a change in one workflow ripples through downstream reporting and integrations before you make it.
• Comfort with ambiguity in a fast-moving, small-team, multi-entity environment. No two portfolio companies operate the same way.
• Excellent cross-functional communication; you'll work directly with the Talent, Department Heads/Managers, Finance, and People partners across a holding company structure.
• Bachelor's degree, or additional years of experience in lieu.

Bonus Points

• Experience in a PE-backed or multi-entity/holdco environment, where recruiting ops had to serve several operationally independent businesses at once.
• Experience standing up recruiting ops and systems from scratch (0-to-1), not just optimizing a mature function.
• Experience partnering with a lean recruiting coordination function to keep logistics tight without a large ops team behind you.

Our Values at Beacon Software

• Humility: We acknowledge that the path to getting to the right answer involves being wrong along the way. We have strong beliefs which are weakly held. We actively seek new ideas and believe we can learn from anyone at any time.
• Honesty: We are truth seeking in our approach to business problems. Business is a repeat game and we believe that human relationships generate alpha. We understand that trust is earned over a lifetime and can be lost in an instant.
• Hunger: We play to win. We hold ourselves to high standards and will not be outworked. We take pride in having a deep sense of responsibility to ourselves, each other, our partners, and our customers. We believe to whom much is given much is expected.
• Horizon: We seek to build a generational software company. This will take decades. We manage our expectations and those of our partners to take advantage of the 8th wonder of the world - compounding growth.

How We Use AI in Our Hiring Process: To ensure transparency, we want candidates to know that Beacon Software uses Artificial Intelligence and AI-enabled tools to assist with screening, reviewing, organizing and highlighting profiles and applications that match the key requirements for each role.

AI does not make hiring decisions: Every application is reviewed by a member of our team, and all decisions throughout the process are made by humans. We use AI to support efficiency and consistency, not to replace human judgment. We are committed to a fair, thoughtful, and equitable experience for every candidate.