Hiring: People Operations Coordinator Company: Rain Media | Organics Ocean Reports to: Director of People Operations & Talent Status: Full-Time / W2 Location: Remote (U.S.- based) Position Overview The People Operations Coordinator is an operational, execution-focused role designed to establish consistent, scalable processes across our recruiting and onboarding pipelines. Your primary goal is to reduce administrative bottlenecks, keep candidate logistics running smoothly, and deliver an exceptional, high-touch experience for candidates and new hires alike. This is a dedicated administrative and coordination role, not an active recruiter, HR Generalist, or management position. You will work closely with the Director of People Operations and Talent, hiring managers, and internal stakeholders to maintain organized workflows, coordinate activities, track deadlines, and ensure important details do not fall through the cracks. We are looking for an organized, detail-oriented professional to support the day-to-day execution of our recruiting and onboarding processes, who takes pride in process discipline, thrives in a fast-paced environment, and is excited to build deep, long-term expertise within People Operations. The Ideal candidate enjoys administrative excellence, takes ownership of assigned processes, anticipates needs, and finds satisfaction in creating reliable, repeatable systems. Who is Organics Ocean Organics Ocean is a premium DTC supplement brand that empowers health through science-backed, clean, effective products. We are building a trusted wellness authority rooted in transparency, education, and long-term customer loyalty. Our Culture: We operate in a high-growth, fast-paced environment where we constantly test, optimize, and innovate. Our team consists of high-performing operators who move with urgency and take pride in their craft. We maintain a collaborative, low-ego culture where feedback is direct, expectations are clear, and strong ideas win regardless of title. We believe our next stage of expansion requires A-players who thrive in ambiguity and hold a high bar for excellence. To learn the founder’s story and more about Organics Ocean, visit our website and review our Cultural Pillars. Why Join Our Team?
- Rapid Expansion: Join an innovative eCommerce leader experiencing 350% year-over-year growth.
- True Ownership: We trust our team to lead and execute without micromanagement. We value individuals who take initiative and drive meaningful results.
- Elite Performance: Work alongside driven professionals in an environment built for continuous improvement and professional evolution.
What You’ll Own Recruitment Coordination & Logistics (~50%)
- Coordinate complex interview schedules, panel interviews, and candidate touchpoints across multiple time zones using Google Workspace and calendar management tools.
- Maintain clean, up-to-date data within our Applicant Tracking System (ATS), ensuring candidates move through the recruitment funnel seamlessly.
- Serve as the main point of contact for candidates regarding scheduling, status updates, and general inquiries, ensuring a high-quality candidate experience.
- Help draft, post, and update open job requisitions across job boards, careers pages, and internal tracking systems.
- Maintain recruitment trackers, log candidate feedback, and generate basic reporting on recruiting metrics as needed.
Onboarding & Pre-Boarding Execution (~35%)
- Own the administrative execution of new-hire pre-boarding, including send-outs for background checks, reference checks, and test project logistics.
- Partner closely with internal teams to ensure new hires receive hardware, software access, and welcome materials prior to Day 1.
- Schedule and facilitate Day 1/Week 1 orientation sessions, administrative syncs, and introductory team meetings.
- Ensure all required employment documents, I-9/tax forms, and policy acknowledgments are collected, verified, and confidentially filed.
People Operations & Administrative Support (~15%)
- Maintain, document, and update SOPs for recruiting coordination, onboarding workflows, and internal task checklists using ClickUp.
- Maintain employee records and candidate confidentiality with high discretion and compliance standards.
- Assist the broader People Operations team with administrative tasks, special projects, and process improvement initiatives as assigned.
What Success Looks Like in the First 90 Days:
- Audit and streamline current interview scheduling and ATS tracking workflows to remove administrative bottlenecks.
- Fully own the end-to-end pre-boarding and onboarding execution, ensuring 100% compliance and zero hardware/access delays for all new hires.
- Document and update standard operating procedures (SOPs) for recruitment logistics and onboarding checklists in ClickUp.
In 12 Months:
- Deliver a seamless, top-tier candidate and new-hire onboarding experience measured by high satisfaction feedback.
- Maintain flawless data hygiene across ATS, HRIS, and internal People Ops tracking tools with minimal supervision.
- Establish highly efficient, repeatable administrative processes that allow the People Operations function to scale effortlessly with company growth.
What You Bring: Must-Haves
- 2–3 years of hands-on experience in an administrative, coordination, HR support, or executive assistance role.
- Strong proficiency in Google Workspace (Gmail, Google Calendar, Docs, Sheets) or equivalent cloud-based productivity suites.
- Proficiency with project management tools (ClickUp, Monday.com, etc.) is strongly preferred
- Exceptional written and verbal communication skills with meticulous attention to detail, organization, and follow-through.
- Demonstrated ability to manage sensitive candidate and employee information with strict confidentiality and discretion.
- Comfortable operating independently, prioritizing multiple deadlines, and navigating a fast-paced, remote-first working environment.
- Ability to accommodate limited required travel.
- Willingness to work US time zones, regardless of geographic location.
- Access to a computer, a reliable internet connection, and a distraction-free work environment.
- Must be legally authorized to work in the United States and able to work consistently within U.S. business hours.
Ideal Candidate
- Prior experience using an Applicant Tracking System (ATS), HRIS platforms, or project management software (e.g., ClickUp, Asana).
- Direct experience supporting recruitment administration, interview scheduling, or new-hire onboarding execution.
- Loves the details: Enjoys administrative logistics, keeping schedules organized, and solving operational puzzles behind the scenes.
- Seeks mastery over rapid promotion: Finds genuine fulfillment in mastering coordination and execution rather than seeking immediate advancement into active recruiting, HR generalist, or management tracks (career progression aligned with a long-term horizon of ~4–5 years).
- Takes ownership: Takes pride in building dependable, repeatable processes that make the entire team run faster and smarter.
Offer Details
- The anticipated base salary range for this role is $55,000-$65,000. Final base salary within this range will be determined based on multiple factors, including candidate location, relevant skills, depth of experience, scope of responsibilities, applicable licenses or credentials, and internal equity.
- 15 days of PTO + 10 paid U.S. holidays per year
- Comprehensive healthcare, dental, and vision plans
- 401(k) with a best-in-class company match
- Exclusive employee product discounts
Software Utilized by the Company ClickUp, Slack, Google Workspace, Dropbox, JazzHR, Canva, Google Meet, Claude Our Interview Process We take hiring seriously to ensure mutual alignment and long-term success. Our typical process includes an Application Review, an HR Screen, and a Hiring Manager Interview. Depending on the role, candidates may complete a Paid Project followed by 1–2 final conversations with executive leadership (Director, VP, or CEO). Because we prioritize thoroughness over speed, our timelines can occasionally shift based on business needs; we appreciate your patience as we find the right fit!
