Talent Operations Manager

Company overview

MaintainX provides an AI-driven platform for maintenance and asset management, supporting more than 13,000 customers such as Duracell, Shell, Cintas, and Brenntag. The company has secured $150M in Series D financing led by Bessemer Venture Partners and Bain Capital Ventures, with total funding now at $254M. It was also included in Forbes 2025 Cloud 100, which highlights the top private cloud companies globally. MaintainX is expanding rapidly and is hiring to strengthen its talent organization.

Role summary

MaintainX is looking for a Talent Operations Manager to establish and run the operational backbone of its hiring function. This is a people leadership position in which you will guide recruiting coordinators, sourcers, and operations specialists while owning the systems, workflows, and reporting framework that support more than 400 hires each year. You will report to the VP of Talent and work closely with Talent Partners, People Ops, Engineering, and Finance. The role is central to scaling the company’s hiring engine.

What you will do

• Lead a team of 4 to 5 direct reports across Engineering, Product, Design, GTM, and G&A as the organization grows.
• Set performance expectations, hold regular one-on-ones, give clear feedback, and create development plans for each team member.
• Move the team beyond scheduling support into true operational ownership, including analytics, process improvement, system administration, and candidate experience.
• Make decisions about hiring, performance management, development, and, when needed, transitions out of the team.
• Create growth paths that encourage strong coordinators and sourcers to build long-term careers at MaintainX.
• Promote a team culture centered on speed, accuracy, and an exceptional candidate experience.
• Own ATS workflows, automations, approval flows, and reporting in Ashby, with a planned move from Greenhouse in April 2026.
• Build live dashboards that track pipeline health, funnel conversion, stage timing, and team capacity.
• Set and enforce process expectations such as 48-hour stage movement, 24-hour interview feedback, and structured debriefs.
• Work with Finance on headcount planning, forecasting, and capacity modeling.
• Remove manual work through automation while protecting data quality and compliance across connected systems.
• Manage Ashby configuration, workflows, reports, integrations, and adoption across the team.
• Coordinate with engineering on integrations for HackerRank and CodeSignal within Ashby.
• Oversee sourcing tools such as Juicebox, LinkedIn Recruiter, and newer AI-based tools, and measure return on investment.
• Evaluate and implement Brighthire for interview recording and note-taking.
• Ensure talent systems connect properly with IT, Security, and People Ops while maintaining compliance.

What you need

• At least 5 years of experience in talent operations or recruiting operations.
• At least 2 years of experience managing coordinators, sourcers, or operations specialists.
• Proven experience improving talent operations in a fast-growing technology company with Series C+ funding or 200+ employees.
• Strong working knowledge of a modern ATS; Ashby experience is a major advantage, and Greenhouse migration experience is also valuable.
• Confidence working with data, including dashboard creation, KPI definition, and metric-driven decision-making.
• Prior experience developing recruiting coordinators into effective operations professionals.
• A direct, fast-moving communication style and a proactive approach to fixing broken processes.
• A builder mindset and preference for creating new solutions rather than patching ineffective ones.

Nice to have

• Hands-on experience with Ashby workflows, custom reports, and API integrations.
• Exposure to capacity modeling and recruiter workload analysis.
• End-to-end ATS migration experience, including planning, data transfer, template rebuilding, training, and adoption tracking.
• Experience integrating technical assessment tools such as CodeSignal and HackerRank with an ATS.
• Working knowledge of SQL or BI tools for advanced analytics beyond standard ATS reporting.

Benefits and culture

• Competitive compensation with meaningful equity potential.
• Health, dental, and vision coverage.
• 401(k) / RRSP enrollment program.
• Flexible PTO with no fixed limit.
• Opportunity to work with a global team that reflects MaintainX values: Smart, Humble, Optimist.
• A workplace that celebrates ideas and effort on merit.

About the company mission

MaintainX aims to deliver a single platform that helps maintenance, repair, and operations teams keep the physical world running. The company believes people are the most important asset in any organization and has built a mobile-first product designed to improve productivity and collaboration across teams and locations.

Equal opportunity statement

MaintainX is committed to building a diverse workplace. All qualified applicants are considered without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.