Workflow Automation Specialist- Applicant Tracking System

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TYPE OF WORK

Gig

WAGE / SALARY

N/A

HOURS PER WEEK

TBD

DATE UPDATED

Jun 17, 2026

JOB OVERVIEW

Position Overview

Polished Talent Group is seeking a highly skilled Workflow Automation Specialist to lead the complete buildout and optimization of our Applicant Tracking System. This is not an administrative role. We are looking for a true implementation expert who can take ownership of the system, design scalable recruiting processes, and build the infrastructure necessary to support a rapidly growing organization.

The selected candidate will be responsible for configuring the ATS from the ground up, creating workflows and automations, implementing integrations, developing reporting dashboards, and establishing best practices that will support both our recruiting agency and internal hiring operations.

This individual should be capable of working independently, making strategic recommendations, and delivering a fully functional recruiting ecosystem with minimal oversight.

Key Responsibilities

ATS Implementation & Configuration

* Lead the complete implementation and configuration of ATS
* Establish system architecture, user permissions, departments, and access controls
* Create recruiting pipelines, workflows, talent pools, and candidate segmentation strategies
* Configure career pages, application forms, and candidate experiences
* Ensure system setup aligns with business objectives and future scalability

Workflow Design & Automation

* Design and implement end-to-end recruiting workflows
* Build automated candidate communication sequences
* Create recruiter, hiring manager, and leadership workflows
* Develop approval processes for requisitions, candidate submissions, and offers
* Build automations that reduce manual administrative work and improve efficiency

Integrations & Technology Optimization

* Integrate Pinpoint with Calendly, Zoom, LinkedIn, Indeed, email platforms, and other recruiting technologies
* Configure interview scheduling and communication automations
* Ensure data integrity and seamless system functionality across platforms
* Identify opportunities for additional automation and process improvement

Reporting & Analytics

* Create recruiting dashboards and KPI reporting
* Develop executive-level reporting for hiring activity and performance metrics
* Build reports that track pipeline health, source effectiveness, recruiter productivity, and hiring outcomes
* Establish ongoing reporting standards and documentation

Documentation & Training

* Develop standard operating procedures (SOPs)
* Document workflows, automations, and system configurations
* Train leadership and future users on ATS functionality
* Serve as the subject matter expert during implementation and launch

Qualifications

Required

* Minimum 3 years of hands-on ATS implementation experience
* Demonstrated experience building recruiting workflows and automations
* Experience configuring ATS platforms such as Pinpoint, Greenhouse, Lever, Workable, iCIMS, Workday, Taleo, or similar systems
* Strong understanding of recruiting operations and talent acquisition processes
* Experience managing software implementations with minimal supervision
* Exceptional organizational and project management skills

Preferred

* Previous Pinpoint implementation experience
* Experience supporting recruiting agencies or staffing firms
* Experience with CRM systems and recruitment marketing tools
* Knowledge of workflow automation and systems integration
* Experience creating recruiting analytics and dashboards

Success Metrics

Within the first 60 days, the successful candidate will:

* Fully configure and launch Pinpoint ATS
* Build recruiting workflows and automations
* Implement core system integrations
* Create reporting dashboards and recruiting metrics
* Develop documented processes and training materials
* Deliver a scalable recruiting infrastructure capable of supporting future growth

Why This Role Matters

Polished Talent Group is experiencing rapid growth and is investing heavily in infrastructure and automation. We are looking for someone who can help us build the foundation now so we can scale efficiently in the future. The right candidate will play a critical role in transforming our recruiting operations and creating systems that support long-term success.

Application Instructions

To be considered, applicants must answer the qualifying questions below. Applications submitted without responses will not be considered.

Qualifying Questions

1. Which Applicant Tracking Systems have you personally implemented from start to finish? Please describe your role in the implementation and the size of the organization.
2. Describe the most complex workflow or automation you have built within an ATS. What problem did it solve and what was the outcome?
3. If hired, what would be your approach during the first 30 days to implement and optimize Pinpoint for a growing recruiting and staffing organization?

Compensation is negotiable and will be based on experience, qualifications, and demonstrated implementation expertise.

SKILL REQUIREMENT
Workflow Applicant Tracking Systems AI Automation
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