Talent Operations

Viktor; Warsaw (IN); On-site; USD 17,146 - 23,741; Full time

Job summary

Viktor in Warsaw is seeking a recruiting coordinator to build and operate the hiring system. You will implement the ATS, scheduling workflows, and candidate communications, ensuring every stage moves smoothly from first touch to offer.

You'll work with a fast-growing team across time zones, own process improvements, and ensure timely feedback and respectful rejections. This role starts small and scales with the company.

Qualifications

• 2+ years in recruiting coordination, talent operations, or a similar role.
• You run on lists and systems, not memory, and fix processes.
• Strong written English communication for candidates and teams.
• Able to manage multiple scheduling and pipeline tasks reliably.

Responsibilities

• Build and maintain the ATS, pipelines, and status templates.
• Own scheduling across interview loops and time zones with prompt updates.
• Provide timely, respectful communications to candidates at every stage.
• Coordinate with interviewers, agencies, and sources, ensuring no duplicates.
• Analyze pipeline metrics and report on time-to-hire and source quality.

Skills

Recruiting coordination

Process improvement

Documentation

Time management

English writing

Tools

Ashby

Greenhouse

Lever

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.