Recruiting Systems Specialist

Applied Intuition; Deutschland; Remote; EUR 76,000 - 111,000; Full time

Job summary

Applied Intuition is seeking a Recruiting Operations specialist to maintain the ATS stack (Ashby) and data quality across global teams. You will configure workflows, triage recruiter requests, manage approvals and offers, and push automation to reduce manual work.

You will partner with Recruiting Operations and People Analytics to build reports, drive improvements, and scale processes as the company grows. This role emphasizes documentation, cross-functional collaboration, and AI-enabled

Qualifications

• Minimum 2 years of experience in recruiting operations, recruiting coordination, HR technology, or systems administration.
• Hands-on Ashby experience including workflow and interview plan configuration, permissions, and building/maintaining reports.
• Experience implementing process improvements or automation including AI/ML tooling with clear before-and-after results.
• Strong analytical skills: comfortable with spreadsheets and ATS reporting; identify data quality issues and translate findings into recommendations.
• Systems thinking orientation; map dependencies across tools, teams, and processes and anticipate downstream effects of changes.
• High attention to detail and strong follow-through in a high-volume, fast-changing environment.
• Clear written communication and a service mindset toward recruiters, hiring managers, and candidates.

Responsibilities

• Administer and maintain the recruiting tech stack (Ashby, integrations, downstream systems) and monitor data integrity across global teams.
• Provide first-line support for recruiters and hiring managers: triage tickets, troubleshoot offers, approvals, scheduling, and communications; document systemic problems.
• Manage core recruiting operations workflows, including PID and requisition management, approvals, and offer execution.
• Identify recurring recruiter friction and implement process improvements to speed up hiring as the organization grows.
• Support Analytics by building Ashby reports and dashboards, auditing data quality, and helping interpret pipeline health and capacity metrics.
• Deploy AI-powered solutions across recruiting workflows to automate tasks and improve candidate experience.
• Collaborate with People Operations on onboarding handoffs and IT on system integrations and access management.
• Write and maintain SOPs and enablement materials to ensure changes stick.

Skills

Ashby experience

Recruiting operations

Automation/AI tooling

Analytical skills

Systems thinking

Attention to detail

Communication skills

Tools

Workday

ModernLoop

LinkedIn Recruiter

Juicebox

Zapier

Workato

Python

Job description

Location: United States

Applied Intuition, Inc. is powering the future of physical AI. Founded in 2017 and now valued at $15 billion, the Silicon Valley company is creating the digital infrastructure needed to bring intelligence to every moving machine on the planet. Applied Intuition services the automotive, defense, trucking, construction, mining and agriculture industries in three core areas: tools and infrastructure, operating systems, and autonomy. Eighteen of the top 20 global automakers, as well as the United States military and its allies, trust the company’s solutions to deliver physical intelligence. Applied Intuition is headquartered in Sunnyvale, California, with offices in Washington, D.C.; San Diego; Ft. Walton Beach, Florida; Ann Arbor, Michigan; London; Stuttgart; Munich; Stockholm; Bangalore; Seoul; and Tokyo. Learn more at applied.co.

We are an in-office company, and our expectation is that full-time employees primarily work from their Applied Intuition office 5 days a week. However, we also recognize the importance of flexibility and trust our employees to manage their schedules responsibly. This may include occasional remote work, starting the day with morning meetings from home before heading to the office, or leaving earlier when needed to accommodate family commitments. This in-office expectation does not apply to contractor positions

About the role

This role maintains and executes the systems infrastructure, and process support for our ATS, Ashby and understands how critical it is to power a world-class recruiting function. The team's mission is to ensure every recruiter, hiring manager, and candidate experiences a seamless, data-informed hiring process from requisition open through Day 1. This role keeps Applied Intuition's recruiting technology stack—Ashby, its integrations, and emerging AI tooling—running cleanly day to day, and turns recurring friction into documented, scalable process improvements. Working alongside Recruiting Operations and the People Analytics team, they are a key steward of the data hygiene that feeds reporting. It is a high-impact opportunity to build depth in recruiting infrastructure at one of the fastest-growing physical AI companies.

At Applied Intuition, you will:

Administer and maintain the recruiting tech stack (Ashby, integrations, downstream systems)—configuring workflows, interview plans, permissions, and templates, and monitoring data integrity across global teams.

Serve as first-line support for recruiters and hiring managers: triage and resolve tickets, troubleshoot issues with offers, approvals, scheduling, and candidate communications, and elevate systemic problems with clear documentation.

Manage core recruiting operations workflows, including PID and requisition management, approval routing, and offer process execution.

Identify recurring points of recruiter friction and implement process improvements that speed up hiring and hold up as the organization grows.

Support the Analytics team on reporting: build and maintain Ashby reports and dashboards, audit data quality, and help interpret pipeline health, funnel conversion, and capacity metrics.

Deploy AI-powered solutions across recruiting workflows—automating repetitive tasks, improving candidate experience, and reducing manual data entry.

Partner with People Operations on onboarding handoffs and IT on system integrations and access management to keep cross-functional processes aligned.

Write and maintain documentation, SOPs, and enablement materials so process changes actually stick.

We're looking for someone who has:

Minimum 2 years of experience in recruiting operations, recruiting coordination, HR technology, or systems administration.

Hands-on Ashby experience is required—including workflow and interview plan configuration, permissions, and building/maintaining reports.

Experience implementing process improvements or automation—including AI/ML tooling—with clear before-and-after operational results.

Strong analytical skills: comfortable working in spreadsheets and ATS reporting, spotting data quality issues, and translating findings into practical recommendations.

Systems thinking orientation—able to map dependencies across tools, teams, and processes, and anticipate the downstream effects of a change before making it.

High attention to detail and strong follow-through in a high-volume, fast-changing environment, with the judgment to know when to upscale.

Clear written communication and a service mindset toward recruiters, hiring managers, and candidates.

Nice to have:

Experience supporting a rapidly scaling or global recruiting team.

Familiarity with HRIS platforms (Workday preferred) scheduling tools like ModernLoop, sourcing tools (LinkedIn Recruiter and Juicebox), or assessment platforms and how they integrate with an ATS.

Light scripting, API, or no-code automation experience (e.g., Zapier, Workato, Python).

Applied Intuition is an equal opportunity employer and federal contractor or subcontractor. Consequently, the parties agree that, as applicable, they will abide by the requirements of 41 CFR 60-1.4(a), 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a) and that these laws are incorporated herein by reference. These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. These regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. The parties also agree that, as applicable, they will abide by the requirements of Executive Order 13496 (29 CFR Part 471, Appendix A to Subpart A), relating to the notice of employee rights under federal labor laws.

FOR US-BASED ROLES:

Applied Intuition is committed to providing an accessible and inclusive application and interview experience to applicants who are disabled veterans and other applicants with disabilities or medical conditions. Reasonable accommodations are available, requesting an accommodation will not affect your candidacy in any way, and you are not required to disclose the nature of your disability or medical condition in order to make a request. If you require an accommodation please contact [e-mail]. We will work with you!