Talent Acquisition Specialist

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