Recruiting Operations Associate (AI-assisted workflow)

This is a remote position.

What you will do first 23 months

• Run companys current manual candidate workflow while the AI system is being built. Review every candidate email in Clients inboxes respond using our existing templates log interested candidates into Manatal and keep every candidate informed of status. Our commitment is zero ghosted candidates; you own that directly.
  

• Coordinate interviews: send confirmation emails with Calendly links chase hiring managers when feedback is overdue update client systems (Lever) with candidate progress.
  

• Clean and migrate historical candidate data into Manatal: categorize candidates tag feedback consistently verify client and hiring-manager assignments.
  

• Capture structured feedback tags in Manatal after every HM decision. This is the training data that makes the AI systems matching accurate over time. Discipline here compounds.
  

• Collect and document sample emails and workflow edge cases for the AI engineer to use as test data.
  

• Produce a short end-of-day note summarizing anything notable - a candidate concern a pattern in HM feedback a process hiccup.
  

What you will do month 3 onward (as the AI system comes online)

• Review agent-drafted candidate emails before they send. Edit for tone and specificity when needed. Approve or reject higher-risk drafts (rejections complex questions) in your dashboard queue.
  

• Operate the pipeline agents action queue: confirm backward stage transitions approve offer-stage moves handle any edge cases the agent flags.
  

• Daily review of agent activity log: catch anything that looks wrong document recurring issues escalate to client or the technical contractor for prompt tuning.
  

• Maintain hiring manager preference profiles: flag when profiles look wrong propose edits participate in quarterly bias review.
  

• All of the above happens alongside not instead of your operational responsibilities. As the company adds clients the volume of candidates interviews and pipeline items you coordinate grows. The AI system is how you manage that growth without collapsing; it does not remove the work.
  

What you will not do

• Source candidates (our sourcing team handles that in Juicebox).
  

• Own hiring manager relationships
  

• Build or modify the AI system itself (our technical contractor handles that - but you will be the primary voice flagging what needs adjusting).
  

Requirements

• Technical savviness. You have worked with multiple SaaS platforms (ATS/CRM email scheduling spreadsheets) and can learn new tools quickly on your own. You are comfortable troubleshooting software issues before escalating - you try the obvious fixes check documentation and come to us with a clear description of what you tried.
  

• Experience with or strong interest in AI tools and agent management. You have used ChatGPT Claude or similar tools in daily work. You understand - at a practical level - what AI can and cannot reliably do. You are genuinely curious about how agentic systems work and excited to be the human operator of one.
  

• Exceptional attention to detail. You notice when a name is misspelled when a date is inconsistent when an email does not quite read right. You catch things other people miss.
  

• Strong written English. You will edit and send candidate-facing communication daily. Your writing is clear warm and context-appropriate. Native fluency is not required but professional business writing is.
  

• Judgment. You can distinguish low-risk from high-risk situations justify your reasoning and know when to act versus when to escalate.
  

• Candidate empathy. You understand that behind every email is a person job-hunting and that a thoughtful response matters.
  

• Calm under volume. Some days will bring 50 candidate emails alongside scheduling chaos. You stay organized.
  

• Integrity with PII. You handle candidate personal information daily. You take that seriously.
  

Nice to have

• Prior experience at a staffing agency boutique search firm or in-house recruiting team.
  

• Experience using an ATS (Lever Greenhouse Manatal Ashby or similar).
  

• Experience as an operator of AI-assisted workflows (not just using AI for personal productivity).
  

• Basic comfort with data cleanup in spreadsheets - filter dedup categorize.
  

• Experience with automation tools (Zapier Make n8n) - even as a user not a builder.