Recruiting Operations Coordinator
About Toptal
Toptal is a global network of top talent in business, design, and technology that enables companies to scale their teams, on-demand. With $200+ million in annual revenue and team members based around the globe, Toptal is the world’s largest fully remote workforce.
We take the best elements of virtual teams and combine them with a support structure that encourages innovation, social interaction, and fun. We see no borders, move at a fast pace, and are never afraid to break the mold.
Job Summary:
Our Recruiting Operations team is the glue that holds our Recruiting function together. Recruiting Operations Coordinators own and manage the tools, systems, and processes that help Toptal hire quickly and efficiently. Our team counts on our Recruiting Operations Coordinators (or ROCs, as you will be affectionately referred to in this role) to catch critical details and ensure that from our job postings to our offer letters, no critical information is missed. It is paramount that our potential Toptal teammates have a world-class candidate experience as they spend their time interviewing with us, and our ROCs are at the forefront of our candidate interactions. The same goes for our stakeholders - we are cognizant that interviewing is not their full-time job, so we strive to make sure that each interviewer at Toptal has a smooth experience when being scheduled with our candidates.
When you’re not interacting with our candidates or stakeholders, you get to put on the other hat that you’ll wear as a ROC - a professional problem solver. We rigorously inspect every process, tool, and workflow to ensure we are capitalizing on all possible efficiency gains. If you’re the kind of person who likes to understand the “why” behind how we operate and constantly looks for better ways of doing things, this is the place for you - we’re structured yet malleable, and are always looking for ways to improve.
This is a remote position. We do not offer visa sponsorship or assistance. Resumes and communication must be submitted in English.
Responsibilities:
The following information is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or required skills.
The Recruiting Operations Coordinator is a key member of our team and is instrumental in accomplishing team goals and maintaining overall organization. Your responsibilities will include:
- Providing front-line support to the recruiting and hiring teams in the structured pillars of job postings, scheduling interviews, offers, new hires, data analytics, systems administration, and access management.
- Managing high-volume scheduling of interviews for candidates in our recruitment process.
- Collaborating with the Recruiting team to identify what is currently working well and where organizational efficiencies can be improved.
- Partnering with Recruiters in the hiring process to create an outstanding candidate experience.
- Working closely with the People team to improve the candidate experience during the offer and onboarding stages.
- Owning and creating job postings for our internal careers page and external job sites including LinkedIn.
- Updating various reports and worksheets with critical and confidential data.
- Identifying bottlenecks in current processes and providing recommendations for strategic improvements.
- Collaborating with vendors to align organizational goals and find opportunities to influence relationships and tools to accomplish those goals.
- Troubleshooting and problem-solving day-to-day challenges.
- Reviewing candidate offers to ensure accuracy and collaborating with the Legal team to keep offer templates updated.
In the first week, expect to:
- Onboard and integrate into Toptal.
- Learn Toptal culture and standard methodologies.
- Begin training on all Recruiting Operations tools and processes including our ATS, Lever.
- Develop a rapport with our Recruiting and People team members and begin to learn the hiring processes for each business unit.
In the first month, expect to:
- Be introduced to our process workflows.
- Partner directly with the Head of Recruiting Operations on projects to improve team efficiency.
- Manage our job postings on our Careers page and on LinkedIn.
- Exercising discretion and independent judgment, review and correct candidate offers.
- Process new hires to pass them along to the People Operations team for onboarding.
In the first three months, expect to:
- Confidently handle the day-to-day interview scheduling and operations for the Recruiting Team.
- Begin to learn the ins and outs of our dynamic offer templates.
- Handle updates to our internal playbooks surrounding processes.
In the first six months, expect to:
- Recognize and suggest process improvements.
- Take initiative to plan and execute projects that benefit the team.
In the first year, expect to:
- Be an operational pro, juggle daily tasks, problem-solve issues that arise, and introduce new innovative processes to the team.
Qualifications and Job Requirements:
- Bachelor’s degree is required.
- 1-2 years of prior experience working within Recruiting, Onboarding, or Operations is required. Prior experience working within Recruiting is a definite plus.
- Ability to communicate clearly, concisely, and timely with teams via Slack and other collaboration tools. You will be interacting with professionals at all levels of Toptal, and we want you to be comfortable approaching everyone.
- Outstanding written and verbal communication skills, perfect grammar, and command of the English language.
- Aptness to rapidly learn about internal organizational structure, culture, and hiring practices.
- Thrive in a fast-paced environment. You can pivot quickly to reflect changing priorities and needs.
- Inventive. You are excited to jump in and find the solution to any problem. You speak up when you don’t know the answer but are curious to always find solutions.
- Proactive. You can see ahead of the day-to-day and thrive by putting new processes in place that anticipate the needs of a high-performing team.
- Ownership. You take responsibility for Toptal’s public image.
- Quality. You take pride in everything you deliver as a reflection of yourself and are remarkably detail-oriented.
- To excel in this position, you should be an upbeat, bright, and proactive self-starter with drive and creativity.
- Open to receiving feedback and constructive criticism.
- Ability to work in a fast-paced, rapidly growing company and handle a wide variety of challenges, deadlines, and a diverse array of contacts.
- You must be a world-class individual contributor to thrive at Toptal. You will not be here just to tell other people what to do.
