Recruiting Coordinator

About ActAI

ActAI is focused on creating proactive applications for the global user base of over 5 billion people who use basic apps such as email, notes, tasks, and calendars but are not familiar with AI-native interfaces. Our mission is to simplify intelligence in conversations, task management, errands, and workflows through minimal prompting. Our product emphasizes high reliability for long-running workflows, persistent context, and completing real-world tasks, with a strong focus on reducing hallucinations. Ultimately, we aim to help organize people's lives so they can focus on meaningful and valuable activities.

Role Overview

We seek a Recruiting Operations Coordinator to support the scaling of our hiring efforts. This role involves managing hiring operations effectively across different functions and regions. Responsibilities include coordinating interviews, managing applicant tracking systems (ATS), communicating with candidates, generating reports, assisting recruiters, and ensuring high standards in hiring processes. Ideal candidates are detail-oriented and thrive in fast-paced, structured environments.

Key Responsibilities

• Arrange interviews involving candidates, interviewers, and hiring teams.
• Communicate consistently with candidates during the hiring process.
• Ensure accuracy and upkeep of ATS data, workflows, and hiring documentation.
• Monitor hiring pipelines with prompt follow-up actions.
• Assist recruiters and hiring managers with operational support.
• Create hiring analytics, summaries, and key recruiting metrics reports.
• Detect inefficiencies in hiring processes and suggest enhancements.
• Maintain an excellent candidate experience throughout recruitment.

Required Qualifications and Skills

• Previous experience in recruitment coordination, talent acquisition, HR operations, or administrative roles.
• Strong organizational and project management abilities.
• Exceptional attention to detail and ability to carry tasks through to completion.
• Capacity to handle multiple priorities concurrently.
• Effective written and oral communication skills.
• Proficiency with ATS tools and spreadsheet software.
• High sense of ownership and willingness to take initiative.

Company Culture and Process

ActAI operates with a compact, high-performing team culture characterized by independence, quick action, and problem solving without requiring constant directions. All members are hands-on contributors directly impacting company success. The interview process involves up to three interviews, conducted either virtually or onsite, prioritizing transparency, decisiveness, and speed in selection.