Recruiting Coordinator – Contract

Jobtailor; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

Kaizen is seeking a Recruiting Coordination Associate in New York to own interview scheduling end-to-end, coordinating multi-interviewer panels, and hosting candidates onsite to leave a strong impression.

You will keep ATS data clean, prep interviewers with scorecards, and help ramp into sourcing and automation projects, contributing to a fast-growing startup environment.

Qualifications

• 0-2 years of experience in recruiting coordination, talent ops, executive/administrative support, customer-facing work, or another high-volume operations role, or equivalent experience
• Real calendar management skill: you can schedule a 4-person panel across busy schedules without breaking a sweat
• Obsessive attention to detail, especially with candidate data and communications, where small misses show
• Genuine warmth hosting people in person: this isn't a side duty, it's core to the job
• High ownership and bias toward action: you fix what's broken, you don't wait to be told
• Have hands-on Ashby experience, or have built workflows in a comparable ATS
• Have sourced candidates or built talent lists, or want to grow into it
• Have used AI tools or automation to eliminate repetitive work
• Have worked at an early-stage startup where they built process rather than inherited it
• You want to move quickly. This team scales fast, and so will your learning curve

Responsibilities

• Own interview scheduling end to end: multi-interviewer panels, confirmations, reschedules, and debriefs
• Host candidates onsite: greet them, keep loops running on time, and make sure every candidate leaves with a strong impression of Kaizen
• Deliver a white-glove candidate experience end to end, from first schedule through offer logistics
• Keep ATS data clean and trustworthy: accurate stages, complete data, postings current across platforms
• Prep interviewers with plans and scorecards so every loop is structured and every debrief moves fast
• Pitch in on sourcing and shadow the recruiting team as you ramp
• Find and fix manual, repetitive work in the recruiting process, including where AI tools can take it over

Skills

Calendar Management

Attention To Detail

Candidate Experience

ATS Data Management

Process Improvement

Tools

Ashby

AI Tools

Automation Software

Job description

• Own interview scheduling end to end: multi-interviewer panels, confirmations, reschedules, and debriefs
• Host candidates onsite: greet them, keep loops running on time, and make sure every candidate leaves with a strong impression of Kaizen, offer or not
• Deliver a white-glove candidate experience end to end, from first schedule through offer logistics: no one should feel like a number in a pipeline, and you'll learn how to represent a company at every touchpoint
• Keep ATS data clean and trustworthy: accurate stages, complete data, postings current across platforms
• Prep interviewers with plans and scorecards so every loop is structured and every debrief moves fast
• Pitch in on sourcing and shadow the recruiting team as you ramp, building toward more ownership over time
• Find and fix manual, repetitive work in the recruiting process, including where AI tools can take it over: a direct way to build skills that compound fast

Requirements

• 0-2 years of experience in recruiting coordination, talent ops, executive/administrative support, customer-facing work, or another high-volume operations role, or equivalent experience
• Real calendar management skill: you can schedule a 4-person panel across busy schedules without breaking a sweat
• Obsessive attention to detail, especially with candidate data and communications, where small misses show
• Genuine warmth hosting people in person: this isn't a side duty, it's core to the job
• High ownership and bias toward action: you fix what's broken, you don't wait to be told
• Strong Candidates May Also...
• Have hands-on Ashby experience, or have built workflows in a comparable ATS
• Have sourced candidates or built talent lists, or want to grow into it
• Have used AI tools or automation to eliminate repetitive work
• Have worked at an early-stage startup where they built process rather than inherited it
• Don't Apply If...
• You need a fully mapped-out ticket to know what to do next: this role rewards people who spot the gap and close it themselves
• You want a fixed script for every conversation instead of learning to read the room with candidates and interviewers
• You're looking for a purely behind-the-scenes role: hosting candidates in person is the job, not an occasional add-on
• You want to move slowly. This team scales fast, and so will your learning curve, but only if you meet it head-on

Core Competencies

Demonstrates strong calendar management and attention to detail in recruiting coordination, ensuring a high-quality candidate experience from scheduling to onboarding. Proficient in maintaining ATS data integrity and leveraging AI tools to streamline processes.

Highest-signal resume keywords

• Calendar Management
• Attention To Detail
• Candidate Experience
• ATS Data Management
• Process Improvement

ATS Optimization Keywords

Hard Skills

• Recruiting Coordination
• Interview Scheduling
• Data Management
• Workflow Building
• Candidate Sourcing

Soft Skills

• Genuine Warmth
• High Ownership
• Bias Toward Action

Industry Keywords

• Talent Operations
• High-Volume Operations
• Candidate Pipeline

Tools & Technologies

• Ashby
• AI Tools
• Automation Software