What are the responsibilities and job description for the Recruiting Systems Specialist - 97567 position at Swoon?
We are hiring a Recruiting Systems Specialist for our leading AI reserach and deployment client!
This is an incredibly exciting opportunity to join one of the most innovative companies in the world.
This is a 12-month contract opportunity to begin, hybrid in San Francisco (3x/week onsite).
Please apply for immediate consideration.
About the Team
Recruiting Operations (RecOps) is the connective tissue that keeps our hiring engine running smoothly. We design and scale the systems that enable recruiters, sourcers, and coordinators to deliver a world-class candidate experience — ensuring every process, workflow, and dataset runs seamlessly from start to finish.
Our team operates at the intersection of people, process, and technology. We partner with Recruiting, People Tech, Finance, and other teams to ensure every hiring program runs efficiently, data stays clean, and operational excellence is the default.
As a RecOps Specialist, you’ll join a team of operational experts who bring clarity and momentum to recruiting. You’ll be the first line of support for the recruiting org — resolving issues, improving documentation, maintaining data hygiene, and amplifying PM-led programs that help the team move faster.
About the Role
As a RecOps Specialist, you’ll be responsible for maintaining the health of our recruiting systems and workflows. You’ll triage inbound requests, ensure processes are documented and up to date, and manage key operational tasks across Ashby, Airtable, and related recruiting systems.
You’ll collaborate closely with RecOps Program Managers, Systems Enablement Leads, and the Recruiting team to keep hiring operations efficient, compliant, and scalable. This is a hands-on role that combines systems thinking, process discipline, and day-to-day problem solving — perfect for someone who thrives on bringing order to complexity.
You’ll be responsible for:
- Operational Support & Ticket Management — Own day-to-day recruiting operations tickets, ensuring fast, accurate responses and proper tagging in Jira/Slack.
- System Maintenance & Data Hygiene — Regularly audit Ashby dashboards, tags, and pipelines to maintain data quality and reporting integrity.
- Documentation & Knowledge Base Management — Keep recruiting SOPs, Notion pages, and bot content current and easy to find.
- Workflow Optimization — Identify recurring pain points and propose improvements to streamline operations.
- Program Support — Partner with RecOps PMs and Systems & Enablement Leads to execute logistics for programs like interviewer training, onboarding, and vendor pilots.
- Cross-functional Collaboration — Work directly with Recruiting, Candidate Experience, and People Tech to troubleshoot issues and ensure consistent workflows.
We’re seeking:
- Recruiting systems fluency — Experience with ATS/CRM systems (Ashby strongly preferred) and comfort navigating multiple tools at once.
- Operational mindset — Strong attention to detail, ability to follow and improve complex processes, and comfort with ambiguity.
- Documentation strength — Clear written communication and experience maintaining internal wikis or SOPs.
- Bias for action — Comfortable working autonomously, escalating issues thoughtfully, and driving things to completion.
- Collaboration & service orientation — A natural partner to recruiters and coordinators, balancing responsiveness with scalability.
- Analytical curiosity — Basic comfort with data hygiene, dashboards, and metrics; experience with Airtable or spreadsheets a plus.
- A “One Team” mindset — Willing to jump in where needed, support partners, and focus on shared outcomes over individual ownership.
- Resourceful — Able to proactively find answers, unblock issues, and move work forward with minimal direction.
You might thrive in this role if you:
- Love building clarity out of chaos.
- Take pride in making systems and processes run better.
- Get energy from helping others and being the “go-to” person for operational questions.
- Enjoy learning new tools and figuring out how they work together.
- Want to grow into a career in Recruiting Operations, Program Management, or People Systems.
Tools in our stack
Including, but not limited to:
- Ashby (ATS) – applicant tracking and recruiting system
- Airtable (workflow ops) – project and workflow management
- Juicebox (AI sourcing) – sourcing and candidate identification tool
- BrightHire (interview intelligence) – interview recording and analytics platform
- ChatGPT (AI assistant) – AI-powered operational support and automation
- Notion (Documentation) – Workflow and process documentation and upkeep