Recruiting Operations Coordinator

Vitalize Care; San Francisco (CA); On-site; USD 100,000 - 150,000; Full time

Job summary

Vitalize is seeking a Recruiting Operations professional to serve as the operational backbone of our Talent team as we scale. You’ll own interview operations, build Ashby automations, and continuously streamline workflows to reduce manual work.

You’ll also lead candidate experiences, create interview kits, dashboards, and scorecards, and partner with recruiters to hire exceptional talent while maintaining high data quality and scalable processes.

Qualifications

• 2+ years of Recruiting Coordination or Talent Operations experience.
• Deep expertise with Ashby, including automations and reporting.
• Strong focus on process excellence and scalable recruiting workflows.
• Excellent attention to detail and organized, professional candidate experiences.

Responsibilities

• Own interview operations across the company, ensuring every interview is thoughtfully coordinated and every candidate has an exceptional experience.
• Be the internal Ashby expert, building automations, workflows, interview plans, templates, interview kits, dashboards, and reporting that make recruiting faster, smarter, and more scalable.
• Continuously identify opportunities to leverage AI and technology to eliminate manual work, improve quality, and create leverage for the Talent team.
• Own the operational excellence of our Talent function. If there's friction in our hiring process, you'll identify it, fix it, and build a better way.
• Partner with recruiters to build interview kits, standardize scorecards, and ensure interviewers have the tools they need to make exceptional hiring decisions.
• Maintain exceptional data quality across Ashby so reporting, candidate data, interview feedback, and recruiting metrics remain accurate and actionable.
• Build recruiting dashboards that help us understand funnel conversion, hiring velocity, interviewer health, and where we can improve.
• Evaluate and implement new recruiting technologies that help us hire better and faster.
• Own the onboarding experience from offer acceptance through Day One, partnering with hiring managers, IT, Facilities, and People Operations to ensure every new hire has an exceptional first-day experience.
• Create memorable candidate touchpoints throughout the interview process so every candidate—whether hired or not—leaves impressed by the way Vitalize hires.
• Learn sourcing and talent identification, eventually becoming a trusted sourcing partner who proactively uncovers exceptional talent for our highest-priority searches.

Skills

Recruiting coordination

Ashby expertise

Process optimization

Attention to detail

Hospitality mindset

Job description

Our Vision: Unlock Healthcare's Full Capacity

Hospitals run on three things: their people, their beds, and their supplies… and all are still managed with spreadsheets, phone calls, and gut instinct. Vitalize is building the system that runs it all intelligently, starting with labor — the biggest cost (nearly 60% of a hospital's P&L) and the hardest operational problem.

The impact is real: we save hospitals millions in unnecessary labor spend, give clinical leaders back 10–20 hours every week, and are often the reason staff and leaders stay. This isn't a nice-to-have: our customers pay 5–15x more than legacy incumbents because Vitalize is mission-critical software their hospitals rely on every single minute.

We've raised over $32M from top investors, and even our own customers.

Our Values

Push the Car. Step in regardless of role. We help wherever we're needed, own problems end to end, and don't stay in our lane. People can count on us.

Premier 1K. We show up for our customers, always. Nearly everyone visits a customer site in their first month, and customer feedback informs everything we do.

Run Towards the Ugly. Name the ugliest truth first, then propose the fix. Candor over comfort—we call out what's broken and never get complacent.

Think Bigger Fridays. See the gap, fill it—no permission required. Every decision is an experiment: we run it, let the results decide, and drive real impact from day one.

Read more about our founder's thoughts on building a team: https://vitalize.care/blog/our-thoughts-on-building-a-team

About Vitalize's Talent Team

The Talent Team will determine how quickly Vitalize scales and how much impact we can have on healthcare. Every great hire helps us deploy faster, build better products, serve more hospitals, and ultimately improve the way care is delivered.

We're building what we believe will become one of the best talent teams in the world. We don't believe great recruiting starts with a job description, it starts with deeply understanding our customers, the problems we're solving, and the teams we're building. Our recruiters sit in on customer calls, travel to customer sites, partner closely with hiring teams, and immerse themselves in the business so they can recruit with credibility. As one of our founding recruiters, you'll help build our talent function from the ground up and shape how Vitalize hires for years to come.

You will become our in-house Ashby expert, pushing the platform beyond the basics by building automations, creating thoughtful interview kits, improving workflows, leveraging AI, and ensuring every part of our hiring process gets a little better every week. You're the type of person who loves tinkering with systems and is always asking, "There has to be a better way to do this."

You will also own some of the most important moments in a candidate's and employee's journey. Whether it's creating a seamless interview experience or ensuring every new hire has an incredible first day, you sweat the small details because you know they're what people remember.

Finally, we believe sourcing is one of the highest-leverage skills in recruiting, and we want everyone on our Talent team to learn it. We'll teach you how to identify exceptional talent, build talent maps, develop thoughtful outreach strategies, and proactively engage candidates long before they're looking for their next opportunity. Over time, you'll become one of our secret weapons-not because you manage the process, but because you consistently help us find incredible people.

The Role

This isn't a traditional recruiting coordinator role. You'll be the operational backbone of our Talent team as we scale and build-the person constantly looking for better ways to hire. When you see friction, you fix it. When you notice repetitive work, you automate it. When a process doesn't scale, you build one that does. You find satisfaction in making complex things feel effortless.

You'll become our in-house Ashby expert, pushing the platform beyond the basics by building automations, creating thoughtful interview kits, improving workflows, leveraging AI, and ensuring every part of our hiring process gets a little better every week. You're the type of person who loves tinkering with systems and is always asking, "There has to be a better way to do this."

What You'll Do

• Own interview operations across the company, ensuring every interview is thoughtfully coordinated and every candidate has an exceptional experience.
• Become the internal expert on Ashby. Build automations, workflows, interview plans, templates, interview kits, dashboards, and reporting that make recruiting faster, smarter, and more scalable.
• Continuously identify opportunities to leverage AI and technology to eliminate manual work, improve quality, and create leverage for the Talent team.
• Own the operational excellence of our Talent function. If there's friction in our hiring process, you'll identify it, fix it, and build a better way.
• Partner with recruiters to build interview kits, standardize scorecards, and ensure interviewers have the tools they need to make exceptional hiring decisions.
• Maintain exceptional data quality across Ashby so reporting, candidate data, interview feedback, and recruiting metrics remain accurate and actionable.
• Build recruiting dashboards that help us understand funnel conversion, hiring velocity, interviewer health, and where we can improve.
• Evaluate and implement new recruiting technologies that help us hire better and faster.
• Own the onboarding experience from offer acceptance through Day One, partnering with hiring managers, IT, Facilities, and People Operations to ensure every new hire has an exceptional first-day experience.
• Create memorable candidate touchpoints throughout the interview process so every candidate—whether hired or not-leaves impressed by the way Vitalize hires.
• Learn sourcing and talent identification, eventually becoming a trusted sourcing partner who proactively uncovers exceptional talent for our highest-priority searches.

What You'll Bring

• 2+ years of Recruiting Coordination, Recruiting Operations, or Talent Operations experience in a fast-paced environment.
• Deep expertise with Ashby. You know how to build automations, configure workflows, create interview plans, write interview kits, generate reporting, and continuously improve how recruiting operates.
• You're obsessed with process and operational excellence. You naturally identify inefficiencies and enjoy building systems that make teams more effective.
• Exceptional attention to detail. You catch the things other people miss and consistently deliver a polished, thoughtful experience.
• A hospitality mindset. Every interaction with a candidate, interviewer, hiring manager, or new hire feels organized, intentional, and leaves people