Senior Recruiting Coordinator

Vapi Technologies Inc.

Job Overview

Location

San Francisco

Job Type

Full-time

Full Job Description

📋 Description

• Own end-to-end interview scheduling across multiple time zones, ensuring seamless coordination for virtual and onsite interviews while maintaining candidate pipeline momentum.
• Serve as the primary point of contact for candidates, delivering a warm, high-quality experience that reflects Vapi’s standards and serves as a first impression of the company.
• Maintain impeccable ATS hygiene by accurately updating candidate records, tracking stage progression, and ensuring data integrity across all recruiting workflows.
• Identify and eliminate inefficiencies in recruiting operations by auditing workflows, reducing manual tasks, and building scalable systems that support rapid company growth.
• Manage all candidate logistics including interview confirmations, preparation materials, travel coordination, onsite hosting, and offer-to-onboarding handoffs.
• Facilitate hiring debriefs, collect timely interviewer feedback, and proactively identify stalled pipelines to ensure candidates move efficiently through the hiring process.
• Build and document standard operating procedures (SOPs) to systematize recruiting processes, improve consistency, and enable team scalability.
• Own recruiting reporting and analytics by creating dashboards and insights on funnel conversion, pipeline health, interviewer utilization, and time-to-fill metrics.
• Partner with IT and Operations to maintain a seamless, reliable interview environment for candidates and interviewers.
• Support recruiting events, employer branding initiatives, community meetups, and industry partnerships to strengthen Vapi’s talent pipeline.
• Transform raw recruiting data into actionable insights that inform hiring decisions and workforce planning across the organization.
• Design and implement scalable recruiting systems that reduce friction, increase efficiency, and adapt to evolving hiring needs as Vapi scales.
• Act as a steward of the candidate experience, defining and upholding a world-class hiring bar while proactively anticipating and solving challenges in the recruiting function.
• Collaborate closely with recruiters, hiring managers, and leadership to align on hiring priorities, process improvements, and operational goals.
• Support recruitment pipeline-generation initiatives including outreach programs, university partnerships, and talent community engagement.
• Maintain strict confidentiality regarding candidate information, compensation details, and internal recruiting data.
• Communicate clearly and warmly with candidates, interviewers, and executives, representing Vapi with professionalism and authenticity.
• Take ownership of recruiting operations with a proactive, hands-on mindset—identifying problems, solving them end-to-end, and documenting solutions for team-wide adoption.
• Contribute to continuous improvement of recruiting operations by seeking raw input, challenging assumptions, and implementing changes that drive measurable impact.
• Embody Vapi’s cultural principles: building something worthy of love, committing and following through, valuing urgency, seeking raw input, owning problems as a team, and being direct and kind.

🎯 Requirements

• 4+ years in recruiting coordination or recruiting operations within a tech or startup environment, including high-volume interview scheduling
• Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar)
• Proven ability to manage complex calendar logistics and juggle competing, time-sensitive priorities without error
• Comfortable with data and reporting; experienced in turning messy recruiting funnels into clean, actionable dashboards
• Strong process-building mindset: ability to identify inefficiencies, fix them, and document scalable solutions
• Discreet and trustworthy with confidential candidate and compensation information

🏖️ Benefits

• Competitive salary and excellent equity ownership
• Comprehensive health coverage: medical, dental, and vision plans
• Flexible time off: take what you need
• Quarterly off-sites and team bonding activities
• Catered meals, transportation assistance, and gym benefits
• $10,000 annual learning and development budget

Skills & Technologies

Design

Senior

Onsite

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Vapi Technologies Inc.

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About Vapi Technologies Inc.

Vapi empowers developers to build and deploy advanced voice AI agents through a highly configurable, API-first platform. Serving a wide range of clients from startups to Fortune 500 companies, Vapi simplifies the creation of leading voice AI products and scales phone operations efficiently. The platform supports a global user base, evidenced by its multilingual capabilities in over 100 languages. With impressive traction, Vapi has powered over 300 million calls and launched more than 2.5 million assistants, highlighting its significant impact and reliability in the voice AI market.

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