Talent Operations

Viktor; Warszawa; On-site; PLN 60,000 - 120,000; Full time

Job summary

Viktor is building a hiring system that scales with growth, from first touch to signed offer. You’ll own the end‑to‑end recruiting coordination function in Warsaw, shaping the ATS, scheduling flows, and candidate experience.

As the first person in this role, you’ll implement processes, templates, and scoring that ensure every candidate receives a response and every interviewer is prepared. English fluency is required; Polish is a big plus for local candidates.

Qualifications

• 2+ years in recruiting coordination or talent operations.
• You run on lists and systems, not memory, and improve processes.
• Reliable and proactive in handling high-volume scheduling.
• Clear, warm, precise written communication in English; Polish is a plus.

Responsibilities

• Build and maintain the ATS, pipelines, stages, workflows, and templates.
• Own scheduling loops across time zones with prompt candidate updates.
• Ensure every candidate receives timely responses and every interview is prepared.
• Coordinate briefs, feedback, and terms with agencies and sourcing partners.

Skills

Recruiting coordination

Talent operations

Process improvement

English proficiency

Tools

Ashby ATS

Greenhouse

Lever

AI tools (ChatGPT, Claude)

Job description

Most recruiting coordinators schedule interviews. You'll build the machine that hires a company - the ATS, the pipelines, the scorecards, the processes that take a candidate from first touch to signed offer without anything falling through. You're the first person in this role, which means nothing exists yet. That's the appeal.

We're ~30 people heading toward 100, which means dozens of open roles, hundreds of candidates, and multiple agencies feeding the pipeline at once. Handling that by hand doesn't scale. Your job is to turn hiring into a system: every candidate gets a response, every interviewer gets a briefing, every offer goes out on time - without anyone asking you.

What you'll build

• The ATS - pipelines, stages, templates, automations. One source of truth for every role and every candidate. If it's not in the system, it didn't happen.

• A scheduling operation - interview loops across time zones, booked fast, rescheduled without drama. Candidates never wait more than a day to hear what's next.

• A candidate experience - every applicant gets an answer, every interviewee gets prepared, every rejection is respectful. Our reputation in the market is part of your output.

• An interviewer workflow - scorecards ready before the call, feedback collected within 24 hours, debriefs scheduled while it's fresh.

• Agency and sourcing coordination - briefs, submissions, feedback loops, and terms tracked across every external partner. No duplicate candidates, no stale submissions.

• Hiring data - pipeline health, time-to-hire, conversion by stage, source quality. When a founder asks "where are we on the ops role," the answer is one link away.

The bar

Every thread is yours until it closes. You notice, fix, and confirm - nobody asks twice. The measure of success: no candidate ever falls through, hiring managers never chase status, and every system you build runs without you in the room.

Who you are

• 2+ years in recruiting coordination, talent operations, or a similar role

• You run on lists and systems, not memory - you'd rather fix the process than fix the same drop twice

• Reliable - if you say the loop is booked, it's booked

• Proactive - the stale candidate is flagged before the hiring manager notices

• Warm and precise in writing - candidates judge us by your emails

• Strong English (company language); Polish a big plus for local candidates and agencies

• Warsaw-based, on-site

Nice to have: you've implemented or migrated an ATS (Ashby, Greenhouse, Lever), you've supported high-volume hiring at a startup, or you use AI tools (ChatGPT, Claude, Viktor) to systematize your own work.

How we work

Small team, high trust, low process. Decisions are made by owners, not committees. You will ship your first week. You will talk to users your first day.

We don\'t do alignment meetings or stakeholder syncs. We build things, see if they work, and iterate.

Why Viktor

We\'re one of the fastest-growing companies in the world. The product works. The market is pulling.

This is a rare window: everyone here owns something real. Not a task. A surface of the company that customers depend on.

That doesn\'t last forever. Right now, it\'s still true.

Compensation

Top-of-the-market salary and the kind of ownership that only exists at this stage.

The best work happens when you\'re in the room. Munich, New York, Dublin, and Warsaw. Remote for some roles.