Recruiting Operations Manager

Mosaic.tech; San Francisco (CA); On-site; USD 120,000 - 150,000; Full time

Job summary

Hex Technologies is seeking a Recruiting Operations Manager in San Francisco to own the recruiting system end-to-end. You will manage the ATS stack, sourcing, scheduling, and assessments, optimizing workflows and automations for scale and measurable impact.

You’ll lead data initiatives, dashboards, and headcount planning, partnering with Finance, People, and Data to align hiring with business needs while advancing AI-driven automation and a strong candidate experience.

Qualifications

• 6+ years in recruiting operations, talent ops, or analytics at a high-growth company.
• Hands-on ATS admin and workflow builder experience.
• Strong data and reporting skills with funnel metrics.
• Experience with SQL and BI tools is a plus.
• Built internal tools, automations, or workflow experiments.
• Proven ability to turn messy processes into scalable workflows.
• Experience implementing AI-powered recruiting automation.
• Judgment on when to automate or simplify, and cross-functional collaboration.
• Headcount planning tools and HRIS experience is a bonus.

Responsibilities

• Architect the recruiting system: manage ATS, sourcing, scheduling, and assessments.
• Design and improve hiring workflows from intake to close with automation where possible.
• Decide build vs buy and consolidate vs keep for the tech stack.
• Own recruiting data: dashboards, funnel metrics, and hiring forecasts.
• Establish data hygiene and reporting standards for trustworthy numbers.
• Partner with Finance and People on headcount planning and req management.
• Identify AI opportunities and build reusable, scorable workflows.
• Define guardrails and maintain human-in-the-loop where appropriate.
• Run experiments: test sourcing, interview structures, and automation for quality gains.

Skills

Recruiting operations

ATS administration

Data analytics

SQL

BI tools

Cross-functional collaboration

Automation design

Tools

Ashby ATS

Job description

About the role:

As Recruiting Operations Manager, you'll own the systems, processes, data, and programs that power hiring at Hex. This is a builder role.

You'll take a recruiting function that'S growing fast and give it infrastructure that scales: clean data, sharp reporting, efficient workflows, and a hiring experience we're proud of. The goal isn't a process that merely holds up under load. It's a hiring system that gets measurably better every quarter, where automation handles the mechanical work so recruiters and hiring managers spend their time on judgment, relationships, and closing.

You'll be the person who turns "we should really fix this" into a durable, adopted process. You'll report to the Head of Talent and work cross-functionally with Finance, People Operations, and Data.

What you'll do:

Architect the system

• Own the recruiting tech stack end to end: ATS, sourcing, scheduling, and assessment tools, including configuration, integrations, and vendor management.
• Design and continuously improve the hiring workflow from req approval and intake through sourcing, coordination, offer, and close, removing or automating manual steps wherever possible.
• Make the build-versus-buy calls, and the consolidate-versus-keep calls. Decide what earns a place in the stack.

Own the data

• Build recruiting analytics leadership actually uses to make decisions: pipeline health, funnel conversion, time-to-fill, source effectiveness, and hiring forecasts.
• Establish and enforce data hygiene and reporting standards so the numbers can be trusted, including the unglamorous work of making sure signal gets captured on candidates we pass on, not just the ones we hire.
• Partner with Finance and People on headcount planning, req management, and the operational link between the hiring plan and what's actually in the pipeline.

Ship AI and automation with architecture behind it

• Identify where AI genuinely improves the funnel, build it into the workflow deliberately, and define how we'll know whether it worked.
• Set the guardrails and build the shared, reusable set of workflows the whole team runs on, so we're not accumulating a dozen private experiments with no measurable lift.
• Be clear and opinionated about where a human stays in the loop.

Run experiments

• Treat hiring as a system with defined inputs and outputs. Test sourcing approaches, interview structures, and automations, and measure whether they improve quality and not just speed.
• Lead interviewer training, structured interview rollout, and consistency programs that raise the bar and reduce bias.
• Build the operating rhythm: dashboards, weekly reporting, QBR inputs, and real adoption of the processes you create.

Protect the candidate experience

• Own candidate experience operationally: scheduling SLAs, communication cadences, and feedback loops, so every candidate gets a smooth, high-signal process.
• Make sure the automation underneath still reads as human. Candidates should never be able to tell where the system ends and we begin. They should just notice that we were fast, clear, and prepared.

What we're looking for:

• 6+ years in recruiting operations, talent operations, or a closely related People Ops, BizOps, or analytics role, including experience scaling a function at a high-growth company.
• Deep hands-on expertise with an ATS (ideally Ashby) as an admin and workflow builder, not just a user.
• Strong analytical skills. You're comfortable owning recruiting data, building dashboards, and turning funnel metrics into clear recommendations. Comfort with SQL and BI tools is a real plus.
• Evidence you build things. Internal tools, automations, prompt libraries, or workflow experiments you shipped because you saw the problem, not because someone assigned it.
• A track record of turning messy, manual processes into scalable, documented, adopted workflows. Adoption is the hard part and we'll ask about it.
• Experience implementing AI-powered recruiting automation, and a clear point of view on where it helps and where it shouldn't go.
• Sound judgment on when to automate, when to redesign the process, and when to keep it simple.
• Experience partnering with recruiters, hiring managers, and cross-functional stakeholders across Finance, People, and Data, including non-technical audiences.
• Comfort with ambiguity and a bias to action. This role shapes its own playbook as the function grows.
• Bonus: headcount planning tools, HRIS systems, and experience working alongside a data team.

In addition to our unique culture, Hex proudly offers a competitive total rewards package, including but not limited to, market-benched salary & equity, comprehensive health benefits, and flexible paid time off.

The salary range for this role is: $120,000 - $150,000

The salary range shown may be a reflection of additional factors such as geographical location and skill ranges/levels we’re open to. Placement in the salary range will be decided upon completion of the interview process, taking into account factors like leaving room for growth, internal fairness & parity, your demonstrated skills, and the depth of your experience. Our Recruiting team will be able to provide more details during the interview process.

By submitting an application the candidate consents to the use of their personal information in accordance with the Hex Privacy policy: https://learn.hex.tech/docs/trust/privacy-policy.

Hex Technologies uses AI-assisted tools as part of our application review process, including for resume screening and fraud detection. These tools help our team evaluate applications and verify applicant information. All AI-generated recommendations are reviewed by a member of our recruiting team before any hiring decision is made. No application is automatically rejected based solely on an AI tool's output.

Hex Technologies uses AI-assisted tools as part of our application review process, including for resume screening and fraud detection. These tools help our team evaluate applications and verify applicant information. All AI-generated recommendations are reviewed by a member of our recruiting team before any hiring decision is made. No application is automatically rejected based solely on an AI tool's output.