What you'll do
We're looking for a Talent Acquisition Specialist to keep our hiring engine running smoothly. You'll own interview scheduling, candidate communication, and ATS hygiene so our recruiters and hiring managers can focus on finding and closing great talent.
This is a high-volume, detail-heavy role. You'll be the person candidates hear from first and the person hiring managers rely on to keep every loop on track.
Where you'll work
This role is based out of our Houston office.
What you'll do
As the Talent Acquisition Specialist, you'll be apart of the behind-the-scenes engine of our recruiting team. You'll support interview coordination and handle the admin details that keep hiring organized, accurate, and moving forward. That frees our recruiters and hiring managers to focus on finding and closing great talent. You'll also help shape a smooth, professional experience for every candidate.
Responsibilities
Interview coordination
Help schedule panel interviews, case study stages, and onsite visits across multiple time zones and calendars
Build and send interview itineraries, prep materials, and calendar invites to candidates and interviewers
Manage reschedules and cancellations quickly so no loop stalls
Coordinate onsite logistics, including visitor access, travel, and expense reimbursement when needed
Candidate experience
Serve as the first point of contact for candidates from application through offer
Send timely status updates, confirmations, and rejections using our Ashby email templates
Track NDAs to candidates at the hiring manager stage and confirm they're signed before next steps
Collect candidate feedback and flag ways to improve the process
ATS and talent admin
Keep Ashby clean and current: candidate stages, dispositions, scorecards, and job postings
Chase outstanding interviewer scorecards so hiring decisions stay on schedule
Post, update, and close job openings, and keep our internal recruiting tracker in sync with live postings
Help process referral submissions and track referral bonus eligibility
Offers and onboarding handoff
Prepare offer letters and offer packets, route them for approval, and track signatures
Run background check requests and track completion
Hand off new hires to People Ops with complete, accurate paperwork
Reporting and process
Pull weekly pipeline and time-to-fill reports for the recruiting team and leadership
Document coordination workflows and help standardize templates and checklists
Support employer brand efforts, including career fairs and industry events
Required
1–3 years of experience in recruiting coordination, HR administration, or a similar high-volume admin role
Hands-on experience with an applicant tracking system (Ashby, Lever, Greenhouse, or similar)
Strong calendar management skills and comfort juggling 20+ active interview loops at once
Clear, friendly written communication with candidates and senior stakeholders
High attention to detail and a habit of closing loops without being reminded
Discretion with confidential candidate and compensation information
Bonus points
Experience supporting technical, construction, energy, or data center hiring
Experience in a fast-growing startup or scale-up environment
Familiarity with LinkedIn Recruiter and e-signature tools
Comfort using AI tools to speed up admin work