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