Recruiting Operations Manager

PermitFlow is redefining how America builds. We’re an applied AI company serving the nation’s builders, tackling one of the largest information challenges in the economy: understanding what can be built, where, and how. Our AI agent workforce helps the fastest-growing construction companies navigate everything from permitting and licensing to inspections and project closeouts – accelerating housing, clean-energy, and infrastructure development across the country. Despite being a $1.6T industry, construction still suffers from massive delays, wasted capital, and lost opportunity. PermitFlow has already delivered unprecedented speed, accuracy, and visibility to over $20B in development, helping contractors reduce compliance time, de-risk projects, and scale with confidence. As the U.S. enters a new capex supercycle across data centers, factories, housing, and renewables, joining PermitFlow means building the AI infrastructure at the core of every construction project driving the next wave of reindustrialization. We’ve raised over $90M, most recently completing our Series B, https://www.permitflow.com/blog/permitflow-series-b from top-tier investors including Accel, Kleiner Perkins https://www.linkedin.com/feed/update/urn:li:activity:7401703305569275904/, Initialized, Y Combinator, Felicis, and Altos Ventures, with backing from leaders at OpenAI, Google, Procore, ServiceTitan, Zillow, PlanGrid, and Uber. We're growing fast and the recruiting function needs to scale with us. As Recruiting Operations Manager, you'll partner directly with the Head of People to centralize process, establish standards, and build the infrastructure that keeps our recruiting engine running smoothly as we grow. You'll own the operating layer end to end and make sure recruiters, coordinators, and hiring managers are all working from the same playbook. This is a role for someone who operates independently, moves quickly, and earns trust fast. You'll proactively identify opportunities and risks, make recommendations, align stakeholders, and execute at a high level without sacrificing accuracy. Strong attention to detail, clear communication, and a real command of change management are core to this role. You'll be a trusted partner to the Head of People and the connective tissue that makes the recruiting function feel seamless to everyone it touches. This role reports to the Head of People and is based in our NYC office on a hybrid M/W/F schedule. WHAT YOU'LL DO - Own Our Recruiting Systems: Serve as the primary owner and administrator of Ashby; configuring pipelines, building reports, driving adoption of underused features, and integrating with our broader stack (Claude, Fathom, and beyond). You don't just use AI tools; you build with them and ship automations that measurably change how the team operates. - Run the Data: Build and maintain the single source of truth for hiring across the company. Own funnel reporting and recruiter capacity models, and partner closely with our People Operations Manager on headcount planning and prioritization. You're skeptical of numbers until you've checked the filters, and you use data to problem-solve and influence decisions at every level of the org. - Define How We Operate: Codify ownership across the recruiting function on who closes, who schedules, who owns references and offers, and run weekly priorities + capacity cadence that keeps the team aligned without adding meeting bloat. Document everything, maintain SLAs, and build the rituals that support a smooth and fast paced recruiting engine. - Level Up Interview Infrastructure: Extend our gold-standard interview model across the org, launch interviewer training programs, build and maintain interview kits, and keep documentation clean and consistent. Champion structured, bias-mitigated hiring practices through ongoing calibration and education. - Navigate Compliance and Immigration: Own the recruiting side of immigration; managing candidate work authorization status, coordinating visa sponsorship timelines with our People Ops team and outside counsel, and ensuring hiring workflows stay compliant. You don't need to be an immigration expert, but you need to know enough to move candidates through without delays or missteps. - Drive Offer and Referral Consistency: Own the tooling, templates, and approval workflows that bring consistency and speed to our offer process. Partner with People Ops to enforce our comp framework across every offer and make sure nothing falls through the cracks. Own the referral program end to end, from process and tracking to messaging that actually gets used. - Champion Candidate Experience: Own candidate-comms SLAs end-to-end. Partner with the Head of People and Marketing to sharpen our EVP and maintain quality and consistency across every recruiting platform and touchpoint. WHAT WE'RE LOOKING FOR - Bachelor's degree and 4+ years in recruiting operations or talent operations: Includes meaningful time in a high-growth or startup environment where you've built programs from scratch - Deep ATS expertise: Ashby strongly preferred; you've configured pipelines, built reports, owned automations, and led at least one major rollout - AI-native operator: You build with AI tools, not just use them; you've shipped prompts, automations, and AI-assisted workflows that have measurably changed how a team operates - Strong data instincts: Comfortable building funnel reports and capacity models from scratch; you use data to problem-solve and influence, not just report - Immigration program experience: Hands-on ownership of work authorization tracking, and visa sponsorship workflows - Familiarity with employment law compliance: You know where the guardrails are and build processes that stay inside them - Bias for action and urgency: You move fast, make decisions with imperfect information, and drive initiatives forward without waiting for direction - Exceptional communication and influencing skills: Trusted by executives, respected by recruiters and hiring managers, easy to partner with cross-functionally - Based in NYC: able to work in-office M/W/F alongside the leadership team WHAT WE OFFER - Competitive salary and meaningful equity in a high-growth company. - 100% company-paid base medical, dental, and vision coverage for employees + healthcare FSA. - 401(k) savings plan. - Unlimited PTO and paid family leave. - Home office & equipment stipend. - Daily in-office lunch and dinner. - Commuter benefits (pre-tax transit and parking). PermitFlow provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, gender expression, or family status, as protected by applicable law. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities. All employment decisions are based on merit, qualifications, and business needs.