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Talent Operations Manager

MaintainX -
Toronto, ON

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Job details

Qualifications

Management
ATS
SQL
Team management
APIs
Analytics

Full job description

MaintainX is the world's leading AI-powered maintenance and asset management platform, serving 13,000+ customers including Duracell, Shell, Cintas, and Brenntag. We raised $150M in Series D funding led by Bessemer Venture Partners and Bain Capital Ventures, bringing our total funding to $254M. We were named to the Forbes 2025 Cloud 100, the definitive ranking of the top 100 private cloud companies in the world.

We're growing fast and hiring the talent team to match.

The Role:

We're hiring a Talent Operations Manager to build and lead the operational engine behind how MaintainX hires. This is a people management role: you'll lead a team of recruiting coordinators, sourcers, and specialists while owning the systems, processes, and data infrastructure that powers 400+ hires per year.

You'll report to the VP of Talent and partner closely with Talent Partners, People Ops, Engineering, and Finance. This isn't a support function. You're building the operating system for a $2.5B company's talent machine.

What you'll do:

People Leadership The most important part of this role you're building a team, not just systems.

Lead 4–5 direct reports (recruiting coordinators, sourcers, ops specialists) across EPD, GTM, and G&A, growing with the company
Set clear expectations, run 1:1s, deliver direct feedback, and build development plans for every team member
Elevate the team beyond scheduling into true ops: data analysis, process optimization, systems ownership, and candidate experience
Own hiring and performance management who to hire, develop, or move on
Build career paths that retain strong coordinators and sourcers within MaintainX
Foster a culture of speed, accuracy, and candidate obsession

Talent Operations Strategy & Execution

Own the ATS (Ashby, migrating from Greenhouse in April 2026) workflows, automations, approval chains, and reporting
Build real-time analytics dashboards for pipeline health, funnel conversion, time-in-stage, and capacity
Drive process discipline: 48-hr stage movement, 24-hr interview feedback, structured debriefs define the standards and enforce them
Partner with Finance on headcount planning, forecasting, and capacity modeling
Identify and eliminate manual steps through automation; ensure data integrity and compliance across all systems

Tools & Systems Ownership

Ashby: Own configuration, workflows, reporting, integrations, and team adoption
Assessment tools: Partner with engineering on HackerRank/CodeSignal integration into Ashby
Sourcing stack: Manage Juicebox, LinkedIn Recruiter, and emerging AI tools; drive adoption and measure ROI
Interview intelligence: Evaluate and roll out Brighthire for recording and notetaking
Cross-functional: Ensure talent systems integrate with IT, Security, and People Ops; maintain compliance

About You:

5+ years in talent operations or recruiting operations, with at least 2 years managing a team of coordinators, sourcers, or specialists.
You've built or significantly improved talent operations at a high-growth tech company (Series C+ or 200+ employees).
Deep expertise with a modern ATS. Ashby experience is a strong plus. Greenhouse migration experience is relevant.
Comfortable with data: you build dashboards, define KPIs, and use metrics to drive decisions, not just report on them.
You've managed recruiting coordinators before and know how to develop them into strong operations professionals.
You move fast, communicate directly, and don't wait for permission to fix something that's broken.
Builder mindset: you'd rather create something from scratch than tweak something that doesn't work.

Even Better if You:

Experience with Ashby specifically, including workflow automation, custom reports, and API integrations.
Familiarity with capacity modeling and recruiter workload analysis.
You've led an ATS migration end-to-end (scoping, data migration, template rebuild, training, adoption tracking).
Experience with technical assessment tools (CodeSignal, HackerRank) and their ATS integrations.
SQL or BI tool experience for building custom analytics beyond what the ATS provides.

What's in it for you:

Competitive salary and meaningful equity opportunities.
Healthcare, dental, and vision coverage.
401(k) / RRSP enrollment program.
Take what you need PTO.
A Work Culture where:
- You'll work alongside folks across the globe that reflect the MaintainX values, Smart Humble Optimist.
- We believe in meritocracy, where ideas and effort are publicly celebrated.

About us:

Our mission is to deliver one platform for maintenance, repair & operations teams to keep the physical world running. We believe the greatest asset in any organization is the people. That's why we built an intuitive, mobile-first solution to help boost productivity and collaboration across teams and locations.

MaintainX is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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