Talent Operations Specialist

About this Role

Fandom is growing! Our Talent Operations Specialist opportunity is based in Poland and reports to our Director of Talent Acquisition. We are fans of bringing in top talent through an exceptional candidate experience.

As a Talent Operations Specialist, you play a critical role in ensuring the smooth and efficient operation of our talent acquisition process, supporting our mission to build a diverse and high-performing workforce. You will manage interview scheduling, systems administration, generate reports, conduct background checks, and handle invoice payments. You are highly organized, detail-oriented, and able to manage multiple tasks simultaneously.

You Will...

• Manage Interview Scheduling:
• Manage high-volume scheduling of all interviews.
• Coordinate and schedule interviews between candidates and hiring managers.
• Communicate interview details to candidates and internal stakeholders.
• Email and assist candidates to ensure a positive virtual interview experience.
• Ensure interview schedules are updated and maintained in the applicant tracking system (ATS).
• Schedule interview debrief or feedback sessions following team interviews.
• Schedule kick-off meetings and weekly meetings with new hiring managers.
• Organize travel arrangements for candidates, including booking flights, hotel accommodations, and processing candidate travel expense reimbursements.
• Systems Administration:
• Own the optimization and configuration of the ATS (Greenhouse) and adjacent TA tools. Lead system audits, feature evaluations, and implementations to scale global recruiting operations. Serve as the global Subject Matter Expert (SME), designing and socializing alternative frameworks for recruiters and hiring managers.
• Maintain all applicant information in our system of record, ensuring compliance issues are met with regard to the recruitment process.
• Troubleshoot and resolve issues related to system performance and functionality.
• Manage the offer process, including creating and routing offer letters for approval.
• Provide training and support to new users of TA systems.
• Reporting:
• Design, build, and scale global recruiting dashboards and data architectures. Analyze complex recruiting datasets to uncover bottlenecks, deliver predictive insights, and partner with TA Leadership to drive data-backed strategic decisions.
• Analyze data to identify trends and provide insights to improve the recruitment process.
• Ensure accuracy and integrity of data in HR systems.
• Ensure recruiter dashboard and recruiting metrics are current and accurate.
• Talent Administrative Support:
• Conduct and manage background checks for potential hires. Ensure compliance with legal and company policies regarding background screening. Liaise with external vendors to facilitate background check processes.
• Process and pay invoices related to recruitment activities. Keep up with team expenses or purchase ads on job-specific search sites. Reconcile and track expenses to ensure budget compliance.
• Coordinate with the finance department to address any payment issues.
• Support our referral process, internship programs, and employer branding activities.
• Build weekly agendas for team meetings and take organized notes during team meetings.

You Have...

• 3-5+ years of experience in a Talent Acquisition, Coordinator, or equivalent role.
• A college degree in Human Resources Management, Organizational Psychology, or a relevant field.
• Demonstrated capability using generative AI tools (e.g., Gemini, NotebookLM) to enhance productivity, paired with the ability to critically audit and verify outputs for accuracy, security, and context.
• Familiarity with sourcing, screening, and interviewing methods.
• Basic knowledge of labor legislation.
• Exceptional interpersonal skills (verbal and written).
• Attentiveness to detail and a high level of organizational aptitude.
• Experience using professional social networks (LinkedIn, in particular).
• Proficiency in Google Office Suite products is preferred.
• Experience working with Applicant Tracking Systems or resume databases.
• A high level of respect for maintaining confidential information.

Bonus Points...

• Experience with Greenhouse Recruiting.
• Knowledge of employment laws and regulations.

Benefits & Perks

• Entry Salary = 127,000 PLN.
• MacBook Pro and all the gear you need for work.
• Free access to a multitude of popular online courses and books sponsored by our company.
• Company stock options.
• Company swag packages.
• Cafeteria Benefit Program (including private medical care, gym membership, shopping/wellness bonus, etc.).
• VTO (Voluntary Time Off) - a day off every quarter for volunteering with non-profits.
• Frequent team bonding events.
• Flexible work hours & time-off.
• Employee Interest and Hobby Groups supported by our company.
• Open, energetic, and fan-focused international work environment.

About Fandom

Fandom is the world’s largest fan platform where fans immerse themselves in imagined worlds across entertainment and gaming. Reaching more than 350 million unique visitors per month and hosting more than 250,000 wikis, Fandom is the #1 source for in-depth information on pop culture, gaming, TV, and film, where fans learn about and celebrate their favorite fandoms. Fandom’s Gaming division manages the online video game retailer Fanatical. Fandom Productions, the content arm of Fandom, enhances the fan experience through curated editorial coverage and branded content from trusted and established publishing brands such as Gamespot, TV Guide, and Metacritic, along with its Emmy-nominated Honest Trailers and the weekly video news program The Loop. For more information, follow @getfandom or visit: www.fandom.com.

Fandom is an equal opportunity employer. Fandom values diversity, and all employment decisions are made on the basis of job requirements and individual qualifications.