About the Role

Machina Labs is looking for an experienced Talent Operations Specialist to join our growing Talent team and help build the recruiting infrastructure behind our next phase of growth.

This role combines two important areas: delivering an exceptional, high-touch candidate experience through interview coordination and supporting the systems and processes that make recruiting more effective and scalable.

You’ll manage interview scheduling and candidate logistics while also taking ownership of our applicant tracking system and key recruiting operations projects. One of your first major projects will be helping lead our migration from Lever to Ashby, including system setup, data validation, testing, documentation, and rollout. Following implementation, you’ll be responsible for maintaining and optimizing the ATS, supporting users, and identifying and implementing opportunities to improve workflows and data quality.

We’re looking for someone who has already operated in a fast-paced recruiting environment, is comfortable working independently, and enjoys making recruiting processes simpler and more effective.

What You'll Do

Talent Operations

• Own the day-to-day administration, configuration, and ongoing optimization of our ATS, including job setup, interview plans, workflows, templates, user access, and data hygiene.
• Serve as the Talent team’s primary point of contact for ATS questions and troubleshooting.
• Play a lead role in our migration from Lever to Ashby, coordinating system setup, data validation, testing, documentation, and launch activities in partnership with Talent leadership.
• Evaluate existing recruiting workflows, identify operational gaps or inefficiencies, and implement practical improvements to make processes more effective, efficient, and consistent.
• Document and maintain recruiting processes, SOPs, templates, and other resources for recruiters and hiring teams.
• Support the rollout of new recruiting tools and processes through documentation, training, and ongoing user support.
• Maintain job postings and ensure recruiting information remains accurate across internal and external systems.
• Maintain key recruiting metrics and reporting, identify trends or bottlenecks, and lead or support defined Talent Operations projects and process improvements as we continue to scale.

Candidate Coordination & Experience

• Own complex interview scheduling and coordination across multiple recruiters, hiring teams, and roles.
• Coordinate candidate travel, onsite logistics, interview days, and other details that contribute to a high-quality candidate experience.
• Serve as a trusted point of contact for candidates throughout the interview process, ensuring communication is timely, thoughtful, and clear.
• Partner closely with recruiters and hiring managers to anticipate scheduling challenges, resolve issues, and keep hiring processes moving.
• Identify opportunities to improve the candidate and interviewer experience.

What We're Looking For

What We're Looking For

• 5+ years of experience in recruiting coordination, recruiting operations, talent operations, or a similar role.
• Experience supporting a high-volume or highly technical recruiting organization in a high-growth startup or similarly fast-paced environment.
• Strong experience administering and optimizing an ATS, including workflows, system configuration, reporting, and data hygiene.
• Experience implementing, migrating, or supporting the rollout of an ATS or other recruiting technology.
• Demonstrated experience independently evaluating recruiting processes, identifying operational problems, and developing and implementing improvements, tools, or new ways of working.
• Exceptional organization and attention to detail, with the ability to manage complex scheduling and competing priorities.
• Strong judgment and the ability to independently troubleshoot problems, evaluate multiple approaches, and determine the appropriate path forward within the scope of the role.
• A process-oriented mindset and a natural instinct to ask how something can be made simpler, faster, or more effective.
• High ownership and comfort operating in an environment where processes are still being built.

Bonus Points For

• Experience with Ashby.
• Experience helping build or scale recruiting operations at an early-stage company.
• Experience supporting technical, engineering, or manufacturing recruiting.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this role. Duties and responsibilities may change based on business needs.

Machina Labs is an Affirmative Action and Equal Employment Opportunity employer and considers all applicants for employment without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, disability, or status as a protected veteran in accordance with state and federal law.

We endeavor to make the job application process accessible to any and all users. If you have a disability that impacts your ability to complete the job application process and would like to request assistance or a reasonable accommodation, please contact us at (888)444-9777. This contact information is for accommodation requests only, not to inquire about the status of applications.

88000 - 100000 USD a year