Recruitment Assistant

Magic

Why does this role exist?

We re hiring a Recruitment & Onboarding Specialist to scale our provider network while maintaining the high standards that define our brand. This role will discover, vet, and convert independent hospitality providers into active Marketplace partners, then guide them through a rigorous onboarding and activation workflow. The Specialist ensures providers present exceptional, on brand listings and that our CRM reflects accurate, actionable data to support bookings and operations.

The Impact you ll make

Provider Sourcing & Discovery

• Identify qualified private chefs, massage therapists, wellness practitioners, adventure guides, photographers, mixologists, and other in home hospitality providers across target markets.
• Source talent through Instagram, TikTok, Google, Yelp, culinary and wellness networks, luxury hospitality groups, and local referral channels.
• Evaluate providers for professionalism, portfolio strength, certifications/licenses, guest facing style, and brand fit.

Outreach & Pipeline Management

• Conduct multi-channel outreach (email, text, DM, phone) to introduce the platform and qualify leads.
• Lead discovery conversations to capture services, specialties, availability, pricing approach, and business needs.
• Move prospects through a structured sales funnel in HubSpot with timely follow-ups until onboarding agreement.

Onboarding, Activation & Compliance

• Guide providers through profile creation, experience/menu drafting, pricing guidance, calendar setup, and photography standards.
• Collect and review compliance documents (certificates, insurance, W 9s when required) and ensure checklist completion.
• Support providers through first bookings and initial activations to ensure successful early guest experiences.

HubSpot & Data Integrity

• Maintain complete, up to date provider records in HubSpot: tag by service type, region, onboarding stage, capabilities, and milestones.
• Track pipeline stages and ensure data cleanliness, consistent use of templates, and accurate handoffs to operations.
• Maintain and update scripts, templates, SOPs, and onboarding documentation.

Provider Success, Listing Quality & Internal Coordination

• Coach providers on hospitality SOPs, communication expectations, surprise & delight practices, and luxury presentation.
• Advise on listing copy, service titles, descriptions, photos, and pricing to ensure high quality guest facing listings.
• Capture provider feedback, surface patterns and pain points to product and operations, and collaborate with marketing to improve listings and resources.

Skills, Knowledge and Expertise

Required:

• Proven experience in luxury service or hospitality (hotels, private chef agencies, spas, high end concierge, or equivalent).
• Minimum experience running provider recruitment/onboarding, marketplace ops, or customer success in a service marketplace.
• Strong proficiency with HubSpot (CRM record management, pipeline tracking, templates/workflows).
• Demonstrated account management/sales outreach skills with excellent written and verbal communication.
• Availability to work full time, 9am 5pm PST, Monday Friday

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Your Superpowers:

Technical

• HubSpot CRM expertise (segmentation, pipeline stages, tagging).
• Multi-channel outreach (email, DM, phone, texting) and follow-up cadence management.
• Strong instincts for experience presentation: copy guidance, pricing sense, and visual/photo standards.
• Good documentation and SOP maintenance skills; comfortable with checklists and operational tools.

Soft skills

• Warm, polished, hospitality-first communication and strong empathy for independent providers.
• Detail oriented, organized, and reliable at managing many concurrent onboarding workflows.
• Confident coaching and teaching style; patient with early stage providers.
• High aesthetic judgment and ability to articulate brand standards clearly.
• Creative problem-solving and collaborative mindset.

You should apply if...You care deeply about hospitality and take pride in curating elevated guest experiences.You enjoy building relationships with independent service providers and coaching them to succeed.You re metrics-minded, disciplined with CRM hygiene, and motivated by clear targets.You thrive in a fast-moving marketplace environment and enjoy improving processes and templates.You value empathy, polish, and a brand-forward approach in all provider interactions.