Operations Support Specialist

Delivering a Better Hiring Experience. At Outhire, we believe in revolutionizing the hiring process to make it more equitable and enjoyable for everyone involved. Our innovative approach puts candidates front and center, offering in-depth looks at open positions, personalized advice, and interview preparation. But we don't stop there - our Visual Resume feature ensures that hiring managers see the complete picture of who you are and what you bring to the table while eliminating biases you may face with traditional hiring practices. With Outhire, you can trust that we'll work tirelessly to match you with the role that truly fits your skills, experience, and aspirations. Join us in our mission to create a better hiring experience. TITLE Operations Support Specialist SALARY RANGE TBD LOCATION Toronto, ON THE OFFICE Remote TEAM SIZE Under 10 people THE ROLE A key contributor responsible for supporting Outhire's day-to-day operations. You will be the operational backbone keeping campaigns running, Visual Resumes polished, and internal workflows on track for the founding team and recruiters. The work spans three pillars: business development outreach, candidate-facing deliverables, and internal coordination. The workload ebbs and flows with team deadlines, and the role is built to evolve — grounded in admin and coordination today, with scope expanding into broader operations, automation, and special projects as you grow into it. - Business Development & Go-To-Market Operations — 40% - Visual Resume Creation — 30% - General Admin & Coordination — 30% THE TASKS Business Development & Go-To-Market Operations — 40% - Manage and maintain outreach campaigns across the company's sales engagement and automation platforms, including list building, sequencing, and A/B testing - Research and build targeted prospect lists aligned with Outhire's Ideal Customer Profiles - Monitor campaign performance metrics and prepare weekly reporting for the team - Maintain CRM hygiene and ensure lead data is accurate and up to date - Support the scheduling and coordination of BD demos and introductory calls - Assist with outreach messaging and template refinement Visual Resume Creation — 30% - Prepare Visual Resumes for shortlisted candidates following Outhire's standardized VR methodology and formatting guidelines - Collaborate with recruiters to gather candidate information, interview notes, and key differentiators for each VR - Ensure all Visual Resumes are reviewed for accuracy, consistency, and quality before client delivery - Maintain and update VR templates as the format evolves - Track VR turnaround times and flag any bottlenecks in the production process General Admin & Coordination — 30% - Maintain and organize shared files, documents, and operational templates - Keep internal knowledge base and project management pages up to date, including tracking job orders, candidate pipelines, and internal workflows - Update and maintain CRM records to ensure accuracy across active searches, client interactions, and candidate status - Support onboarding logistics for new team members, including account setup and documentation preparation - Assist with reference check coordination and follow-up - Identify opportunities to improve internal processes and workflows through automation or AI-driven solutions - Leverage AI tools to support content creation, data entry, research, and day-to-day administrative tasks - Handle ad hoc administrative tasks and projects as assigned by the founding team THE COMPANY Outhire Inc. is a boutique recruitment firm dedicated exclusively to Accounting & Finance professionals. We take a relationship-based approach to recruiting, prioritizing quality matches over high-volume placements. Operating across Toronto, Calgary, and Vancouver, our innovative Visual Resume methodology and personalized process set us apart in the market. THE OPPORTUNITY This role offers a unique opportunity to be deeply embedded in the operations of a growing boutique recruitment firm from the ground up. You'll gain hands-on exposure to business development strategy, recruitment operations, and client-facing deliverables — all while working directly alongside Outhire's founding team. For someone looking to build a versatile career in operations, recruitment, or professional services, this is a launchpad role with real ownership and room to grow. EXPECTATIONS TIMELINE Month 1 - Complete onboarding and gain a thorough understanding of Outhire's recruiting process, Visual Resume methodology, and company values - Shadow the team on active BD campaigns and observe outreach workflows across the sales engagement and automation platforms - Begin producing Visual Resumes with direct oversight and feedback from the team - Familiarize yourself with all internal systems, templates, file structures, and communication cadences - Build working relationships with all team members and understand each person's role and workflow Month 3 - Independently manage day-to-day BD campaign operations, including list building, sequence management, and performance tracking - Produce Visual Resumes at a consistent quality standard with minimal revision required - Own weekly campaign reporting and proactively surface insights or issues to the team - Confidently manage internal admin workflows including scheduling, file management, and reference check coordination - Begin suggesting process improvements based on patterns observed in the first 90 days Month 6 - Demonstrate mastery of all outreach and automation tools and contribute to A/B testing strategies and campaign optimization - Serve as the primary point of contact for VR production, managing the pipeline from intake to delivery with full accountability - Implement at least one meaningful process improvement to admin or operational workflows - Support training or onboarding of any new team members joining the firm - Proactively identify gaps in documentation or templates and take initiative to fill them Month 12 - Function as a fully autonomous operator across all three pillars of the role with minimal oversight - Play a central role in scaling Outhire's BD infrastructure and outreach capacity - Contribute to strategic conversations around operational efficiency, tech stack improvements, and team growth - Maintain consistently high-quality VR output and fast turnaround times - Be recognized by the team and leadership as a reliable, indispensable part of daily operations THE SKILL SET - 1–2 years of experience in an operations, administrative, or coordination role - Strong written communication skills with attention to formatting, grammar, and professional tone - Highly organized with the ability to manage multiple tasks and competing deadlines, and the judgment to prioritize when the workload shifts - Detail-oriented with a quality-first mindset, especially when preparing client-facing deliverables - Proficiency with CRM platforms, outreach and automation tools, and LinkedIn - Hands-on proficiency with AI tools (ChatGPT, Claude, Gemini) for drafting, research, and content creation, with strong prompt-writing skills - Curious about AI and automation, actively exploring new tools to eliminate repetitive work - Familiarity with workflow automation platforms (Zapier, Make, n8n) is a plus - Self-starter who thrives in a remote, fast-paced, small-team environment - Familiarity with recruitment processes or accounting & finance terminology is a plus ONLY QUALIFIED CANDIDATES WILL BE CONTACTED. 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