Recruiting Operations & Systems Manager (Recruiterflow Experience)

We are a full-time / permanent placement recruiting firm seeking an experienced Recruiting Operations & Systems Manager to own and optimize the operational backbone of our business. This role is responsible for ensuring that Recruiterflow and related tools run smoothly, workflows are efficient, data is accurate, and recruiters can focus on revenue-generating activity without friction.
This is an outsourced, long-term role ideal for someone who thrives behind the scenes, enjoys building and improving systems, and takes pride in operational excellence.

Key Responsibilities

Recruiterflow Ownership & Optimization
•Serve as the primary administrator for Recruiterflow
•Configure and maintain pipelines, stages, automations, triggers, and workflows
•Ensure consistent usage across recruiters and enforce best practices
•Troubleshoot system issues and resolve workflow bottlenecks
•Continuously improve system efficiency as the firm scales

Recruiting Operations & Process Management
•Monitor pipeline health, data integrity, and recruiter activity
•Identify inefficiencies and proactively implement solutions. THIS IS IMPORTANT! We are seeking somebody who can not just implement our wishes, to also to make thoughtful suggestions on how we can do things better.

Data, Reporting & Quality Control
•Maintain clean, accurate candidate, client, and job data
•Create and manage reports and dashboards for leadership
•Track key metrics such as recruiter activity, pipeline velocity, submissions, interviews, and placements
•Audit system usage and flag inconsistencies or gaps

Integrations & Tools
•Manage integrations between Recruiterflow and other tools (email, calendars, sourcing tools, job boards, etc.)
•Assist with evaluating and implementing new tools or automations as needed
•Coordinate with Recruiterflow support and third-party vendors as required
•Suggest and implement cutting edge AI tools as they develop

Recruiter Enablement & Support
•Onboard new recruiters into Recruiterflow and firm workflows
•Provide ongoing training and support to ensure adoption and compliance
•Act as a point person for operational questions so recruiters can stay focused on placements

Required Qualifications
•Hands-on experience managing or administering Recruiterflow (strongly preferred)
•Experience supporting a permanent placement recruiting firm
•Background in recruiting operations, staffing operations, or ATS administration
•Strong process orientation and attention to detail
•Ability to work independently and take full ownership of systems
•Comfortable working with remote teams and outsourced arrangements
•Strong written documentation and communication skills

Preferred Qualifications
•Familiarity with recruiting KPIs and pipeline metrics
•Experience building SOPs and scalable processes
•Exposure to automation tools (Zapier, Make, etc.)

What Success Looks Like
•Recruiterflow runs cleanly, efficiently, and reliably
•Recruiters consistently follow workflows without friction
•Leadership has real-time visibility into pipeline and performance
•Operational issues are anticipated and solved before they impact revenue
•The recruiting team can focus on placements, not systems problems

Engagement Details
•Type: Outsourced / contract (long-term, ongoing)
•Time Commitment: Full-time
•Location: Remote