Recruiting Operations Manager

About PermitFlow:
PermitFlow is revolutionizing the construction industry with applied AI, helping builders navigate permitting, licensing, inspections, and project closeouts. We accelerate housing, clean-energy, and infrastructure development across the U.S. by tackling one of the economy's largest information challenges: understanding what can be built, where, and how.

We've already delivered unprecedented speed, accuracy, and visibility to over $20 billion in development. As the U.S. enters a new capital expenditure supercycle, joining PermitFlow means building the AI infrastructure at the core of every construction project driving the next wave of reindustrialization.

We've secured over $90 million in funding from top-tier investors and leaders at companies like OpenAI, Google, and Uber.

The Opportunity:
As the U.S. economy enters a new capex supercycle, PermitFlow is experiencing rapid growth, and our recruiting function needs to scale accordingly. The Recruiting Operations Manager will partner directly with the Head of People to centralize processes, establish standards, and build the infrastructure necessary to support our recruiting engine as we expand. You will own the operational layer end-to-end, ensuring recruiters, coordinators, and hiring managers operate from a unified playbook.

This role is for an independent, fast-moving individual who can earn trust quickly. You'll proactively identify opportunities and risks, make informed recommendations, align stakeholders, and execute at a high level with precision. Strong attention to detail, clear communication, and adept change management are crucial. You will be a trusted partner to the Head of People and the connective tissue that ensures a seamless recruiting experience for everyone involved.

What You'll Do:

• Own Our Recruiting Systems: Serve as the primary administrator for Ashby, configuring pipelines, building reports, driving adoption of underutilized features, and integrating with our broader tech stack (including Claude, Fathom, and other AI tools). You will build and ship AI-powered automations that measurably enhance team operations.
• Run the Data: Establish and maintain the single source of truth for hiring data. Own funnel reporting and recruiter capacity models, and collaborate with the People Operations Manager on headcount planning and prioritization. Use data to solve problems and influence decisions across the organization.
• Define How We Operate: Codify responsibilities within the recruiting function (e.g., closing, scheduling, references, offers). Run weekly priority and capacity cadences to keep the team aligned without adding unnecessary meetings. Document processes, maintain SLAs, and build rituals that support a fast-paced recruiting engine.
• Level Up Interview Infrastructure: Extend our interview model across the organization, launch interviewer training programs, build and maintain interview kits, and ensure documentation is clean and consistent. Champion structured, bias-mitigated hiring practices through ongoing calibration and education.
• Navigate Compliance and Immigration: Manage the recruiting aspects of immigration, including candidate work authorization status, visa sponsorship timelines (in coordination with People Ops and outside counsel), and ensuring compliant hiring workflows. You will need sufficient knowledge to guide candidates through the process without delays.
• Drive Offer and Referral Consistency: Own the tooling, templates, and approval workflows for a consistent and efficient offer process. Partner with People Ops to ensure adherence to our compensation framework for every offer. Manage the referral program end-to-end, from process and tracking to communication.
• Champion Candidate Experience: Own candidate communication SLAs end-to-end. Partner with the Head of People and Marketing to refine our employer value proposition (EVP) and maintain quality and consistency across all recruiting platforms and touchpoints.

What We're Looking For:

• Bachelor's degree and 4+ years in recruiting or talent operations, including significant experience in a high-growth startup environment where you built programs from scratch.
• Deep ATS expertise, with Ashby strongly preferred. Experience configuring pipelines, building reports, owning automations, and leading at least one major ATS 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 team operations.
• 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 understand regulatory guardrails and build processes that adhere to them.
• Bias for action and urgency: You move fast, make decisions with imperfect information, and drive initiatives forward proactively.
• Exceptional communication and influencing skills: Trusted by executives, respected by recruiters and hiring managers, and easy to partner with cross-functionally.
• Based in NYC: Ability to work in the office on Mondays, Wednesdays, and Fridays 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).