Recruiting Coordinator (Contract)

About Kaizen

Kaizen is committed to revitalizing American public services by replacing outdated government technology with modern, AI-integrated software. We collaborate with various government agencies across local, state, and federal levels to create trustworthy digital experiences that benefit more than 55 million citizens, aiming to reach 100 million residents by year-end. Founded in 2022 and headquartered in New York City, we have secured $35 million in funding from notable investors including NEA, a16z, Accel, 776, and Carpenter Capital. Our team includes dedicated builders, designers, and operators who believe that elegantly designed software is essential for rebuilding public trust.

Role Overview

As we expand from 35 to 60 employees, the Recruiting Coordinator will be pivotal in managing the candidate experience, ensuring no one falls through the cracks during the hiring process. This contract position lasts 3 to 6 months, with the possibility of extension or full-time offer depending on performance and future hiring needs. The role is a hybrid position based at our NYC headquarters, requiring candidates to live in or near New York City and work onsite at least three days per week (Tuesdays through Thursdays), with additional days for hosting candidates onsite.

Responsibilities

• Manage all aspects of interview scheduling, coordinating complex multi-interviewer panels, confirmations, rescheduling, and debriefs.
• Welcome candidates onsite, ensuring interview rounds run smoothly and on schedule while creating a positive impression regardless of hiring outcome.
• Deliver exceptional end-to-end candidate experience, acting as the main point of contact throughout the entire process from initial scheduling to offer finalization.
• Maintain accuracy and completeness of applicant tracking system (ATS) data, including updating candidate stages and job postings.
• Prepare interviewers with clear interview plans and scorecards to streamline evaluations and debriefs.
• Support sourcing efforts and shadow recruiting team members, gradually taking on greater responsibility over time.
• Identify inefficiencies and manual tasks in recruitment workflows and implement solutions, including using AI and automation tools, to optimize processes.

Candidate Profile

• Up to 2 years' experience in recruiting coordination, talent operations, administrative support, or customer-facing roles with high-volume responsibilities.
• Strong expertise in calendar management, capable of scheduling panels involving multiple busy participants seamlessly.
• Meticulous attention to detail, especially regarding candidate data and communications.
• Warmth and professionalism in hosting in-person candidates, treating this as a core responsibility.
• High initiative and problem-solving skills, proactively addressing issues without waiting for direction.
• Bonus qualifications include experience with the Ashby ATS or similar systems, sourcing or talent list development experience, familiarity with AI and automation tools in recruiting, and past startup experience involving creating recruiting processes from scratch.

Important Considerations

• This role requires self-direction and problem-solving rather than reliance on rigid instructions or scripts.
• Hosting candidates onsite is central; candidates must be comfortable with in-person interactions and logistics.
• The environment is fast-paced and scaling quickly, demanding a strong learning mindset and adaptability.

Benefits and Perks

• Comprehensive health insurance, including 100% employer-paid medical (Oxford/United Gold and Platinum PPO plans), dental (Guardian PPO), and vision (Beam) coverage for employees and dependents.
• Life insurance coverage worth $100,000 fully covered by the company, plus FSA and Dependent Care FSA options.
• One Medical membership providing same-day primary care, 24/7 virtual visits, and multiple clinic locations.
• Fertility and family-building benefits through Carrot.
• 401(k) retirement plan with a 2% company match.
• Generous family leave policies: 16 weeks fully paid for birthing parents, 10 weeks fully paid for non-birthing parents.
• Unlimited paid time off with a suggested minimum of two weeks, closure on all federal holidays, and a winter break during Christmas week.
• Company-wide retreats and offsite events throughout the year.
• Work setup support including up to $750 for home office equipment for NYC staff, $500 for remote employees, and a $50 monthly commuter stipend.
• Lunch expenses reimbursed when working onsite, and provision of a company laptop.
• Wellness support with fully covered gym memberships at local gyms or fitness reimbursements for remote employees.
• Additional stipends: $100 monthly utility stipend, $500 annually for professional development, $250 annually for recreation, and $300 quarterly for pet care.