Talent Operations

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

• 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.

Why Viktor — we build Viktor, an AI coworker used by teams worldwide. You get full ownership of the hiring machine: you pick the tools, set the standards, and run the process. The team you help hire this year will double next year — and the systems you build will be the reason it works.