Recruiting Operations Manager

PermitFlow Inc.

Job Overview

Location

New York City, NY

Job Type

Full-time

Full Job Description

📋 Description

• Own and administer Ashby as the primary ATS, configuring pipelines, building custom reports, driving adoption of underused features, and integrating with AI tools like Claude and Fathom to automate and enhance recruiting workflows.
• Serve as the single source of truth for all hiring data, building and maintaining funnel reports and recruiter capacity models to inform headcount planning and prioritize hiring needs across the organization.
• Define and codify ownership standards across the recruiting function—specifying who closes offers, schedules interviews, manages references, and owns offer approvals—to eliminate ambiguity and ensure consistent execution.
• Establish and maintain recruiting rituals and SLAs, including weekly priority and capacity cadences, that align recruiters and hiring managers without adding unnecessary meetings or process bloat.
• Extend and scale PermitFlow’s interview infrastructure by developing interviewer training programs, maintaining standardized interview kits, and ensuring documentation remains clean, consistent, and bias-mitigated.
• Champion structured, equitable hiring practices through ongoing calibration sessions and education initiatives that reduce unconscious bias and improve hiring quality across all roles.
• Own the recruiting side of immigration compliance: track candidate work authorization status, coordinate visa sponsorship timelines with People Ops and external counsel, and ensure all workflows remain compliant with U.S. immigration regulations.
• Design and manage the end-to-end offer process, including tooling, templates, and approval workflows, to ensure consistency, speed, and alignment with the company’s compensation framework.
• Lead the company’s referral program from design to execution, including tracking mechanisms, messaging, and incentives, ensuring high participation and accurate attribution.
• Own candidate communication SLAs end-to-end, partnering with People Ops and Marketing to refine the employer value proposition and maintain quality, consistency, and responsiveness across all candidate touchpoints.
• Proactively identify inefficiencies, risks, and opportunities in recruiting operations, making data-driven recommendations and executing changes with speed and precision without sacrificing accuracy.
• Act as the connective tissue between recruiters, hiring managers, and the Head of People, earning trust through clear communication, reliability, and a strong command of change management.
• Maintain strict compliance with employment law guardrails, building processes that prevent legal exposure while enabling fast, scalable hiring in a high-growth environment.
• Operate independently in a fast-paced startup setting, making decisions with imperfect information, driving initiatives forward without waiting for direction, and delivering results with urgency and attention to detail.
• Based in New York City, working in-office on Mondays, Wednesdays, and Fridays alongside the leadership team to ensure alignment and collaboration across the People function.

🎯 Requirements

• Bachelor's degree and 4+ years in recruiting or talent operations, including meaningful experience in a high-growth or startup environment where programs were built from scratch
• Deep expertise in Ashby ATS, including configuring pipelines, building reports, owning automations, and leading at least one major rollout
• Proven experience as an AI-native operator who has shipped prompts, automations, or AI-assisted workflows that measurably changed team operations
• Hands-on ownership of immigration workflows, including work authorization tracking and visa sponsorship coordination
• Familiarity with U.S. employment law compliance and experience building processes that stay within legal guardrails
• Strong data instincts: ability to build funnel reports and capacity models from scratch and use data to influence decisions at all levels

🏖️ Benefits

• Competitive salary and meaningful equity in a high-growth company
• 100% company-paid base medical, dental, and vision coverage for employees + healthcare FSA
• 401(k) savings plan
• Unlimited PTO and paid family leave
• Home office & equipment stipend
• Daily in-office lunch and dinner
• Commuter benefits (pre-tax transit and parking)

Skills & Technologies

Design

Onsite

Degree Required

Ready to Apply?

Apply Externally

You will be redirected to an external site to apply.

PermitFlow Inc.

Visit Website

About PermitFlow Inc.

PermitFlow provides cloud-based software that streamlines building permit applications for construction projects across the United States. The platform automates form completion, submits documents to local jurisdictions, tracks review status, and centralizes communication among architects, contractors, and municipal staff. By digitizing traditionally manual workflows, the company reduces approval times, minimizes errors, and lowers administrative costs for residential, commercial, and industrial developments. Founded in 2021 and headquartered in San Francisco, PermitFlow integrates with project management and CAD tools to give stakeholders real-time visibility into permitting progress.

View Company Profile

Get more remote jobs like this

Subscribe to the weekly newsletter for similar remote roles and curated hiring updates.

Weekly remote jobs and featured talent.

No spam. Only curated remote roles and product updates. You can unsubscribe anytime.