Recruiting Coordinator

Voice AI that resolves, not transfers. Most phone systems trap callers in menus and scripts. Vapi is the platform for deploying voice agents that know your business and can listen, adapt, and resolve in minutes. The numbers: 1 billion calls. 1 million developers. 10x enterprise ARR growth The customers: Amazon Ring, ServiceTitan, New York Life, Intuit, Kavak, and thousands more, from YC startups to the Fortune 500 The news: a $50M Series B led by Peak XV Partners, with Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), Y Combinator, and our earlier backers. Total raised: $72M Senior Recruiting Coordinator Vapi (/ˈVɑːpi/): Voice AI that resolves, not transfers Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life Trusted by 1 million developers building the future of voice agents Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised Try talking to Vapi now! Why We’re Hiring This Role: Own and elevate the candidate experience, ensuring every interaction reflects Vapi’s high standards and serves as a strong first impression of the company. Take deep ownership of recruiting operations, from interview scheduling and logistics to process execution and continuous improvement. Act as a builder within RecOps, helping shape and scale the function as Vapi continues its rapid growth. Manage recruiting data, reporting, and operational insights to improve decision-making and team effectiveness. Partner with recruiters, hiring managers, and leadership while supporting recruiting events, partnerships, and other pipeline-generation initiatives. Thrive in ambiguity, proactively identifying opportunities to improve processes, solve problems, and contribute well beyond the traditional scope of a Recruiting Coordinator role. What You’ll Do: 30 Day : Own interview scheduling end-to-end across multiple time zones, ensuring a seamless process and keeping candidate pipelines moving efficiently. Serve as the primary point of contact for candidates, delivering a thoughtful, warm, and high-quality experience across both virtual and onsite interviews. Maintain impeccable ATS hygiene, ensuring accurate candidate records, stage progression, and recruiting data integrity. Evaluate and improve recruiting operations by identifying workflow inefficiencies, reducing manual processes, and building strong partnerships with recruiters, hiring managers, and interviewers. 60 Day : Own the end-to-end candidate logistics experience, including interview scheduling, confirmations, preparation materials, travel coordination, onsite hosting, and offer-to-onboarding handoffs. Drive recruiting process execution by facilitating debriefs, collecting timely feedback, proactively identifying stalled pipelines, and ensuring candidates move efficiently through the hiring process. Build and scale recruiting operations by documenting SOPs, improving workflows, and eliminating manual or inefficient processes identified through process audits. Deliver actionable recruiting insights by owning reporting on funnel conversion, pipeline health, interviewer utilization, and time-to-fill metrics, while partnering with IT and Operations to maintain a seamless interview environment. 90 Day : Own recruiting operations reporting, dashboards, and analytics, transforming recruiting data into actionable insights that inform hiring and workforce planning decisions. Partner on recruiting events, community engagement, and employer branding initiatives, including meetups, industry partnerships, and other programs that strengthen Vapi’s talent pipeline. Design and implement scalable recruiting systems and processes that reduce friction, improve efficiency, and support the company’s rapid growth. Serve as a steward of the candidate experience, defining and maintaining a world-class hiring bar while proactively identifying challenges, solving problems end-to-end, and anticipating the evolving needs of the recruiting function. Who You Are: 4+ years in recruiting coordination or recruiting operations in a tech or startup environment, including high-volume interview scheduling. Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar). Comfortable with data and reporting; you like turning a messy funnel into a clean dashboard and a clear story. A process builder: you notice what's broken, missing, or inefficient, fix it, and document it so it scales. Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything. Genuinely interested in candidate experience as a craft, not an afterthought. Discreet and trustworthy with confidential candidate and compensation information. A clear, warm communicator who can confidently represent Vapi to candidates, partners, and executives alike. Hands on, proactive, and willing to roll up your sleeves. How We Work: Build something worthy of love Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate. Commit and follow through We finish what we start and build trust by being people others can count on. Why not today? We value urgency and momentum. The fastest path to customer value usually wins. Seek raw input We go directly to customers, data, and teammates instead of relying on summaries or assumptions. It’s our problem We operate as one team. We share credit, own mistakes together, and support each other when things get hard. Be direct and kind We give feedback clearly, respectfully, and without delay. Why Vapi: Generational impact : Build the human interface for every business Ownership culture : Many of us are previous founders Kind team : The founders, Jordan and Nikhil, are Canadians Tier-1 Investors : YC, KP seed, Bessemer Series A What We Offer: Real stake : We offer a competitive salary and excellent equity ownership. Comprehensive health coverage : medical, dental, and vision plans Team love : We love hanging out, and we do quarterly off-sites Flexible time off : take what you need More : catered meals, transportation, gym, and a $10k annual L&D budget