Talent Operations Specialist

Fandom; Poznań; On-site; PLN 120,000 - 134,000; Full time

Benefits offered by this job

MacBook Pro

Company stock options

Online courses access

Company swag

Cafeteria benefit program

VTO

Team bonding events

Flexible work hours

Hobby groups

International work environment

Job summary

Fandom is seeking a Talent Operations Specialist in Poland to optimize our global recruiting workflow. You will manage interview scheduling, ATS administration (Greenhouse), reporting, and administrative tasks supporting a diverse talent pipeline.

You will partner with TA leadership, coordinate high-volume interviews, oversee background checks, vendor payments, and onboarding activities while ensuring data accuracy and compliance across HR systems.

Qualifications

• 3-5+ years in Talent Acquisition, Coordinator, or equivalent.
• Bachelor's degree in Human Resources Management, Organizational Psychology, or a relevant field.
• Experience using generative AI tools (e.g., Gemini, NotebookLM) to enhance productivity, paired with the ability to audits outputs for accuracy, security, and context.
• Familiarity with sourcing, screening, and interviewing methods.
• Basic knowledge of labor legislation.
• Exceptional interpersonal skills (verbal and written).
• Attentiveness to detail and a high level of organizational aptitude.
• Experience using LinkedIn and other professional networks.
• Proficiency in Google Workspace.
• Experience working with Applicant Tracking Systems or resume databases.
• High level of respect for maintaining confidential information.

Responsibilities

• Manage high-volume interview scheduling and coordination between candidates and hiring managers.
• Communicate interview details to candidates and internal stakeholders; ensure a positive virtual experience.
• Maintain interview schedules in the ATS and schedule debrief/feedback sessions.
• Organize kick-off and weekly meetings with new hiring managers; arrange candidate travel.
• Own ATS optimization and configuration (Greenhouse) and TA tools; act as global SME.
• Maintain candidate data in systems; ensure compliance and troubleshoot issues.
• Manage offer letters and approvals; provide TA system training.
• Design, build, and scale recruiting dashboards; analyze data to identify bottlenecks and insights.
• Ensure data accuracy in HR systems; support background checks and vendor liaison.
• Process and pay recruitment invoices; coordinate with finance on payments.
• Support referral programs, internships, and employer branding activities.
• Prepare weekly agendas and notes for team meetings.

Skills

Talent acquisition

Interview scheduling

ATS (Greenhouse)

Background checks

Reporting & dashboards

Vendor management

LinkedIn sourcing

Google Workspace

Data analysis

Confidential information handling

Education

Bachelor’s degree in HRM / Organizational Psychology or related field

Tools

Greenhouse Recruiting

Resume databases

HRIS

Job description

About This Role

Fandom is growing! Our Talent Operations Specialist opportunity is based in Poland and reports to our Director of Talent Acquisition. We are fans of bringing in top talent through an exceptional candidate experience. As a Talent Operations Specialist, you play a critical role in ensuring the smooth and efficient operation of our talent acquisition process, supporting our mission to build a diverse and high-performing workforce. You will manage interview scheduling, systems administration, generate reports, conduct background checks, and handle invoice payments. You are highly organized, detail-oriented, and able to manage multiple tasks simultaneously.

You Will...

• Manage Interview Scheduling:
  • Manage high-volume scheduling of all interviews.
  • Coordinate and schedule interviews between candidates and hiring managers.
  • Communicate interview details to candidates and internal stakeholders.
  • Email and assist candidates to ensure a positive virtual interview experience.
  • Ensure interview schedules are updated and maintained in the applicant tracking system (ATS).
  • Schedule interview debrief or feedback sessions following team interviews.
  • Schedule kick-off meetings and weekly meetings with new hiring managers.
  • Organize travel arrangements for candidates, including booking flights, hotel accommodations, and processing candidate travel expense reimbursements.
• Systems Administration:
  • Own the optimization and configuration of the ATS (Greenhouse) and adjacent TA tools. Lead system audits, feature evaluations, and implementations to scale global recruiting operations. Serve as the global Subject Matter Expert (SME), designing and socializing alternative frameworks for recruiters and hiring managers.
  • Maintain all applicant information in our system of record, ensuring compliance issues are met with regard to the recruitment process.
  • Troubleshoot and resolve issues related to system performance and functionality.
  • Manage the offer process, including creating and routing offer letters for approval.
  • Provide training and support to new users of TA systems.
• Reporting:
  • Design, build, and scale global recruiting dashboards and data architectures. Analyze complex recruiting datasets to uncover bottlenecks, deliver predictive insights, and partner with TA Leadership to drive data-backed strategic decisions.
  • Analyze data to identify trends and provide insights to improve the recruitment process.
  • Ensure accuracy and integrity of data in HR systems.
  • Ensure recruiter dashboard and recruiting metrics are current and accurate.
• Talent Administrative Support:
  • Conduct and manage background checks for potential hires. Ensure compliance with legal and company policies regarding background screening. Liaise with external vendors to facilitate background check processes.
  • Process and pay invoices related to recruitment activities. Keep up with team expenses or purchase ads on job-specific search sites. Reconcile and track expenses to ensure budget compliance.
  • Coordinate with the finance department to address any payment issues.
  • Support our referral process, internship programs, and employer branding activities.
  • Build weekly agendas for team meetings and take organized notes during team meetings.

You Have...

• 3-5+ years of experience in a Talent Acquisition, Coordinator, or equivalent role.
• A college degree in Human Resources Management, Organizational Psychology, or a relevant field.
• Demonstrated capability using generative AI tools (e.g., Gemini, NotebookLM) to enhance productivity, paired with the ability to critically audit and verify outputs for accuracy, security, and context.
• Familiarity with sourcing, screening, and interviewing methods.
• Basic knowledge of labor legislation.
• Exceptional interpersonal skills (verbal and written).
• Attentiveness to detail and a high level of organizational aptitude.
• Experience using professional social networks (LinkedIn, in particular).
• Proficiency in Google Office Suite products is preferred.
• Experience working with Applicant Tracking Systems or resume databases.
• A high level of respect for maintaining confidential information.

Bonus Points...

• Experience with Greenhouse Recruiting.
• Knowledge of employment laws and regulations.

Benefits & Perks

• Entry Salary = 127,000 PLN.
• MacBook Pro and all the gear you need for work.
• Free access to a multitude of popular online courses and books sponsored by our company.
• Company stock options.
• Company swag packages.
• Cafeteria Benefit Program (including private medical care, gym membership, shopping/wellness bonus, etc.).
• VTO (Voluntary Time Off) - a day off every quarter for volunteering with non-profits.
• Frequent team bonding events.
• Flexible work hours & time-off.
• Employee Interest and Hobby Groups supported by our company.
• Open, energetic, and fan-focused international work environment.

About Fandom

Fandom is the world’s largest fan platform where fans immerse themselves in imagined worlds across entertainment and gaming. Reaching more than 350 million unique visitors per month and hosting more than 250,000 wikis, Fandom is the #1 source for in-depth information on pop culture, gaming, TV, and film, where fans learn about and celebrate their favorite fandoms. Fandom’s Gaming division manages the online video game retailer Fanatical. Fandom Productions, the content arm of Fandom, enhances the fan experience through curated editorial coverage and branded content from trusted and established publishing brands such as Gamespot, TV Guide, and Metacritic, along with its Emmy-nominated Honest Trailers and the weekly video news program The Loop. For more information, follow @getfandom or visit: www.fandom.com.

Fandom is an equal opportunity employer. Fandom values diversity, and all employment decisions are made on the basis of job requirements and individual qualifications.