Talent Acquisition Program Specialist at BILL in San Jose, CA

Innovate with purpose At BILL, we believe in empowering the businesses that drive our economy. By replacing outdated financial processes with innovative tools, we help businesses—from startups to established brands—make smarter decisions and gain control of their operations. And we don’t stop there: we’re creating the future of financial automation so businesses can spend more time on what matters. Working here means you become part of a vision-driven team that’s ready to tackle challenges and build cutting-edge solutions. We value purpose, drive, and curiosity—and we thrive in a fast-paced, ever-changing environment. Whether in one of our offices in San Jose, CA, Draper, UT, or in a remote-eligible role, BILLders collaborate to deliver real impact for businesses that need more time in their busy weeks. BILL builds high performing teams and we seek to hire the best talent for every role. We're committed to building a workplace that fosters inclusion and diverse perspectives, valuing each person’s unique skills and experiences. We’d love to hear from you—you might be just what we’re looking for, whether in this role or another. ✨ Let’s give businesses more time for what matters. Make your impact within a rapidly growing Fintech Company We are looking for a highly organized, data-driven, and proactive Talent Acquisition Program Specialist. This hybrid role bridges advanced recruiting coordination leadership with tactical talent operations management. You will own the day-to-day operations of our internal transfer process and contingent workforce programs while leading complex special projects across the broader Talent Acquisition landscape. As a key leader within our TA function, you will act as an informal team leader and mentor to coordinators and recruiters, optimize tool workflows, and provide white-glove stakeholder management to leaders across all levels of management. Key Responsibilities: PROGRAM MANAGEMENT: INTERNAL TRANSFERS & CONTINGENT WORKFORCE • Internal Mobility Lifecycle: Manage and streamline the end-to-end internal candidate pipeline, establishing efficient internal sourcing, assessment, and closing strategies. Provide guidance and communication strategies to internal applicants and hiring teams. • Contingent Workforce: Partner with the Master Service Provider (MSP) on contingent workforce program enhancements and implementations, ensuring operational continuity and data integrity across tracking tools (e.g., Greenhouse, Coupa, VNDLY). SCOPE & TECHNICAL OPERATIONS  • Process Optimization: Drive the implementation of new tools and modify existing operational methodologies with little to no guidance. Solve unique and ambiguous operational bottlenecks creatively. • Data Analysis & Reporting: Produce accurate, custom reports from the Applicant Tracking System (ATS) and disparate data sources. Analyze audit data to isolate trends from isolated errors, systematically eliminating data inaccuracies. • Tech Savvy Optimization: Act as a subject matter expert in core systems (e.g., Greenhouse, Jira, Billboard updates) driving advanced configurations like automated triggers and metrics-tracking tables. EXECUTION & LEADERSHIP  • Complex Logistics: Support multi-leaders across complex hiring groups for high-touch scheduling and multi-stage interview arrangement mechanisms. • Cross-Functional Collaboration: Build productive relationships across internal groups (People Ops, Finance, Legal, and IT) to seamlessly navigate hiring or tool escalations. • Mentorship: Act as an informal leader and mentor to less experienced team members, helping align operations projects with broader business goals. • Candidate Experience Advocacy: Advocate for and ensure a quality candidate experience through all stages of the candidate lifecycle. This includes prompt and professional communication with candidates, managing travel arrangements as needed, and overseeing the progression of in-person interviews, including monitoring these sessions and coordinating lunch arrangements to ensure a welcoming and seamless experience. • Process Efficiency: Support the development and implementation of recruiting processes that align with business objectives, aiming to make the recruitment process more efficient. Produce  reports from the Applicant Tracking System (ATS) and understand the outputs. • Interview Scheduling & Coordination: Step in to support interview scheduling and coordination across the team as needed, ensuring a seamless and consistent candidate experience. • Background Check and Offer Creation: Responsible for initiating and monitoring background checks and creating offer letters, ensuring all pre-employment processes are completed accurately and on time. We’d love to chat if you have: • Experience: 3+ years of experience within a dedicated Talent Acquisition, Recruitment Operations, or HR Operations environment. Proven history managing high-volume candidate pipelines or multi-site program logistics is preferred. • Project Management Expertise: background executing end-to-end projects (e.g., tool integrations, site launches, or hiring events).  • Technical Toolkit: Proficiency across productivity software and project trackers, including Jira, Asana, and Google Workspace. Must have strong technical capabilities inside modern Applicant Tracking Systems (e.g., Greenhouse). • Communication & Influence: Exceptional ability to adapt communication styles for different target groups, seamlessly handling stakeholders from technical contributors to Executive VPs. • Problem-Solving Attitude: Demonstrated resilience and a structured, analytical mindset when navigating changing business needs or process bottlenecks. Our ranges for each role and job level are based on a variety of factors including candidate experience, expertise, and geographic location and may vary from the amounts listed below. The role is also eligible for a competitive benefits package that includes: medical, dental, vision, life and disability insurance, 401(k) retirement plan, flexible spending & health savings account, paid holidays, paid time off, and other company benefits. The estimated salary  ranges noted below roles in the specific  geographic zones Zone 1- San Francisco Bay Area CA (includes HQ), New York City, Seattle, Los Angeles County $79,000 - $94,600 USD Zone 2- CA (Non San Francisco Bay Area and Los Angeles County), Austin TX, Massachusetts $71,100 - $85,200 USD Zone 3 -Utah (includes Utah office), Houston TX, Florida, North Carolina $67,200 - $80,400 USD What’s in it for you?  Redefining how businesses automate their work is a fast-paced, exciting, and fun environment. But we also have benefits and perks to ensure the magic isn’t only experienced by our customers, but by our employees as well.  Here is a preview of some of the amazing benefits here at BILL: • 100% paid employee health, dental, and vision plans (choose HMO, PPO, or HDHP) • HSA & FSA accounts  • Life Insurance, Long & Short-term disability coverage • Employee Assistance Program (EAP) • 11+ Observed holidays and wellness days and flexible time off  • Employee Stock Purchase Program with employee discounts • Wellness & Fitness initiatives • Employee recognition and referral programs • And much more Don’t believe us? Check out our culture, benefits, and teams on our career site, LinkedIn Life, or YouTube pages. BILL is an Equal Opportunity Employer. We believe our best ideas come from the unique stories, perspectives, and experiences of our team members. We welcome people of all backgrounds, abilities, and identities to bring their authentic selves and contribute to our culture. We are committed to a transparent, inclusive hiring process that reflects our values. If you need accommodations at any stage, please contact interviewaccommodations@hq.bill.com. To ensure a fair evaluation, our Candidate Integrity Policy prohibits the use of unapproved external assistance, including generative AI, during live interviews or assessments. Doing so will result in a review and potential disqualification. Our Applicant Privacy Notice describes how BILL treats the personal information it receives from applicants.