Recruiting Coordinator and Onboarding Specialist

Today thousands of leading brands and agencies use AirOps to win the battle for attention with content that both humans and agents love.

We’re building the platform and profession that will empower a million marketers to become modern leaders — not spectators — as AI reshapes how brands reach their audiences.

We’re backed by awesome investors, including Unusual Ventures, Wing VC, Founder Collective, XFund, Village Global, and Alt Capital, and we’re building a world-class team with in-person hubs in San Francisco, New York, and Montevideo, Uruguay.

The Recruiting Coordinator & Onboarding Specialist ensures a smooth, high-touch experience for candidates and new hires — from interview scheduling to full onboarding. This role bridges recruiting operations with employee experience, supporting hiring managers and the People/HR team to deliver a consistent, efficient, and engaging process that reflects the company’s culture.

The ideal candidate thrives in a fast-growing, scaling environment — someone who is eager to refine, automate, and continuously improve existing recruiting and onboarding processes using modern tools like Ashby, Juicebox, and other AI-driven platforms.
Key Responsibilities

• Partner with recruiters and hiring managers to schedule interviews (phone, virtual, and onsite) across multiple time zones.

• Manage all candidate logistics and communication through Ashby, ensuring accurate tracking and stage management within the ATS.

• Post and update job listings on internal and external job boards directly through Ashby.

• Coordinate candidate feedback collection and ensure timely follow-up from interviewers.

• Support offer process by preparing offer letters, conducting reference checks, and coordinating approvals.

• Contribute to a positive, high-touch candidate experience through proactive communication and organization.

• Generate and maintain recruiting metrics (time-to-fill, offer acceptance rates, etc.) using Ashby reporting dashboards.

• Identify opportunities to streamline scheduling, communications, and outbound workflows using automation tools such as Juicebox or AI integrations.

• Serve as the main point of contact for new hires from offer acceptance through their first 90 days.

• Prepare onboarding materials, welcome emails, and Day-1 logistics (laptop setup, system access, introductions).

• Partner with IT and Operations to ensure all equipment and systems are ready prior to start date.

• Coordinate new-hire orientation sessions and culture introductions.

• Maintain and continuously improve onboarding templates and documentation (e.g., in Notion or HRIS).

• Collect feedback from new hires and hiring managers to refine onboarding processes.

• Ensure compliance with all new-hire paperwork, background checks, and policy acknowledgments.

• Collaborate with Finance and HR to ensure accurate and timely setup in payroll and benefits systems.

• Support internal communications for new-hire announcements and team updates.

• Participate in People Operations projects such as employer branding, recruiting events, or referral programs.

• Provide backup support to recruiting or HR operations during high-volume periods.

• Contribute to building scalable systems that support future team growth and efficiency.

• 2–4 years of experience in recruiting coordination, HR operations, or people administration (startup experience preferred).

• Proficiency in Ashby is required — deep understanding of interview scheduling, candidate pipelines, and reporting within Ashby.

• Comfort with AI tools and automation workflows, including Juicebox or similar outbound/recruiting automation platforms.

• Demonstrated ability to optimize and scale recruiting and onboarding processes as a company grows.

• Experience with HRIS systems (e.g., Rippling, Gusto) and documentation tools such as Notion.

• Exceptional attention to detail, time management, and organizational skills.

• Strong written and verbal communication skills; able to handle confidential information with discretion.

• Customer-service mindset with enthusiasm for creating positive experiences for candidates and employees.

• All interviews and onboarding steps run smoothly with zero scheduling conflicts.

• New hires feel welcomed, informed, and connected by the end of their first week.

• Hiring managers consistently report high satisfaction with coordination support.

• Recruiting and onboarding workflows in Ashby, Notion, and Juicebox are current, automated, and efficient.

• Continuous process improvements reduce manual effort and improve speed and quality at scale.

1. Extreme Ownership

2. Quality

3. Curiosity and Play

4. Make Our Customers Heroes

5. Respectful Candor

• Equity in a fast-growing startup

• Competitive benefits package tailored to your location

• Flexible time off policy

• Generous parental leave

• A fun-loving and (just a bit) nerdy team that loves to move fast!