Talent Acquisition Coordinator

Are you a natural operator who loves keeping things moving and making sure nothing falls through the cracks? At Ledgebrook, you'll be the engine behind our recruitment process, making sure every candidate has a smooth, fast, and well-organized experience from first interview to their first day. You bring the energy and the organization; we'll provide the resources and support to help you succeed and grow your career in talent acquisition.

Ledgebrook is an AI-native specialty insurance platform. When a business needs coverage that is custom and complex, its broker comes to us, and our underwriters give them an answer, often in hours rather than weeks.

We built our technology from scratch, with AI in it from the first line of code. The technology helps price the risk; the underwriter uses their judgment to decide. There are always two hands on the wheel.

We are insurance industry insiders, and we eat our own cooking: Ledgebrook writes the policy and shares the risk through our own carrier, Ledgebrook Specialty, rated A- (Excellent) by AM Best. We work exclusively through wholesale brokers.

Our vision: to make the wheels of insurance spin faster.

At Ledgebrook, everything we do is driven by our culture: Care, Strive, Thrive Together. To succeed in modernizing the industry, we must first succeed in changing the way we do business. Talent density is our north star—fewer, better people working together as one. To that end we’ve replaced all individual incentives with generous equity packages—we play as a team, we win as a team. Everyone benefits handsomely from Ledgebrook’s success.

About the Role

This key role will keep Ledgebrook's recruitment process moving quickly and smoothly, from the first interview through to a candidate's first day. As Talent Acquisition Coordinator, you will own interview scheduling, chase feedback from interviewers, and support our internal and external recruiters across the US, Poland, and Ireland. You will also partner closely with our HRBP and People Operations team to make sure every candidate has a great onboarding experience once they've accepted an offer. You'll be someone who can run with limited information, stay organized under pressure, and keep everyone - candidates, interviewers, and recruiters alike - moving in the same direction.

What You'll Do:

• Interview Scheduling: Own end-to-end scheduling for all interviews, coordinating across multiple calendars, time zones, and interview panels to keep the process moving without unnecessary delays.
• Interviewer Feedback: Work with interviewers to make sure feedback is completed on time, chasing where needed, so hiring decisions are never held up by an outstanding scorecard.
• Pace & Process: Keep a close eye on every stage of the hiring process, proactively flagging bottlenecks and chasing the right people to make sure we move candidates through quickly and efficiently.
• Recruiter Support: Support our internal and external recruiters based in the US, Poland, and Ireland with day-to-day coordination, admin, and process needs, freeing them up to focus on sourcing and candidate conversations.
• Onboarding Handover: Partner with our HRBP and People Operations team to ensure a seamless handover from offer acceptance to first day, making sure every new hire feels set up for success from the start.
• Candidate Experience: Act as a key point of contact for candidates throughout the process, communicating clearly and promptly so every candidate - hired or not - has a positive impression of Ledgebrook.
• ATS & Data Hygiene: Keep our applicant tracking system accurate and up to date, ensuring candidate statuses, interview notes, and stage changes are logged in real time.
• Recruitment Reporting Support: Help pull together recruitment metrics and reporting, giving the team visibility into pipeline health, time-to-fill, and where delays are happening.
• Process Improvement: Spot opportunities to streamline scheduling and coordination workflows, suggesting and helping implement new tools or approaches that improve speed and delivery.
• Cross-Functional Coordination: Work closely with hiring managers, recruiters, and People Operations across multiple geographies, adapting to different working styles and time zones with ease.

About you

Here at Ledgebrook we're passionate about creating a team that thrives on continuous learning and shares our excitement about building a company from the ground up. We're looking for people to join us with:

• A passion for delivering world-class customer service to our internal and external customers
• Intellectual curiosity and a strong desire for innovation, rather than following the status quo
• A hunger for continuous learning and opportunities to grow
• Agile prioritization skills coupled with a keen sense of urgency - we balance getting it right with getting it done right now
• A strong drive and desire to win together as a high-performing team
• A moral compass to "do the right thing, period." We have zero tolerance for toxic behaviors
• An eagerness to actively participate and connect with the whole team, across remote locations
• An honest, transparent communication style
• A proactive, solution-oriented mindset. We don't look for blame, we look for the solution

Requirements

Must Haves:

• Experience: 1+ year of experience in a recruitment coordination, HR, or fast-paced administrative/operations role.
• Operator Mindset: A true 'get things done' attitude - someone who takes ownership, follows through, and doesn't wait to be told what to do next.
• Comfort with Ambiguity: Ability to run with limited information, make sensible judgment calls, and keep things moving even when not every detail is spelled out.
• Organization: Excellent organizational skills, with a proven ability to manage your own workload and help organize the work of others across multiple priorities at once.
• Communication Skills: Fluent English, written and verbal, with a clear, professional, and friendly communication style suited to candidates, interviewers, and leadership alike.
• Attention to Detail: A sharp eye for detail, particularly when it comes to scheduling accuracy, data entry, and following process consistently.
• Responsiveness: A sense of urgency and reliability - you follow up, you chase, and you don't let things sit.

Nice to Haves:

• Recruitment Tools: Familiarity with applicant tracking systems (ATS), scheduling tools, or HR software.
• Multi-Country Exposure: Experience supporting hiring or HR processes across more than one country or region.
• Startup Experience: Experience working in a high-growth startup environment, navigating evolving processes as the business scales.
• Industry Knowledge: Familiarity with the insurance or InsurTech industry is a plus, but not a requirement.

For Candidates Applying From Poland:

Please note: This position is open only to candidates who are authorized to work in Poland without the need for current or future employer-sponsored work authorization. We are unable to offer sponsorship at this time.

Ledgebrook may use Artificial Intelligence (“AI”) as part of the job application process, including to assist us in evaluating your application. AI is used as a support tool, and hiring decisions are made by human recruiters. By submitting your information, you acknowledge that the company may use AI tools as part of our evaluation. If you need a reasonable accommodation or alternative review process because of a disability or other legally protected basis, contact [email protected]. Requesting an accommodation will not negatively affect your application.

Benefits

• Completely remote, flexible schedule, and monthly coworking gatherings
• Fully paid LuxMed Family package
• Access to the Helping Hand platform, including therapy sessions
• Unlimited paid time off

Compensation

• The base salary range for this position is 6.000-11.000 PLN gross/month (Contract of Employment). This is a good-faith compensation range based on what Ledgebrook reasonably expects to pay for this position at the time of this posting. Actual compensation may vary based on a variety of relevant factors including but not limited to experience, qualifications and geographic location.
• Employees in this position are eligible to participate in Ledgebrook’s equity incentive program.