Project Operations Specialist

About Toptal Toptal is a global network of top talent in business, design, and technology that enables companies to scale their teams, on-demand. With $200+ million in annual revenue and team members based around the globe, Toptal is the world’s largest fully remote workforce. We take the best elements of virtual teams and combine them with a support structure that encourages innovation, social interaction, and fun. We see no borders, move at a fast pace, and are never afraid to break the mold. Job Summary As a Project Operations Specialist, you will be a key member of the Talent Screening team and the operational partner who ensures screening work moves seamlessly from request to execution. You will coordinate sourcing requests, maintain screening readiness, monitor operational performance, support cross-service talent movement, and help launch new screening initiatives. In this role, you will own the day-to-day execution of screening operations by coordinating stakeholders, tracking dependencies, maintaining accurate documentation, identifying risks early, and ensuring work is completed on time. You will work closely with the Screening Operations Manager, Sourcing teams, Screeners, Analytics, Product, and other cross-functional partners. This is an individual contributor role with meaningful end-to-end ownership. We are looking for someone who is highly organized, analytical, proactive, and excels at bringing clarity and structure to complex operational workflows. This is a remote position. We do not offer visa sponsorship or assistance. Resumes and communication must be submitted in English. Responsibilities: The following information is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or required skills. Coordinate sourcing requests from intake through launch, ensuring all required information is complete and requests meet the 24-hour preparation standard. Partner with cross-functional stakeholders to clarify requirements, track dependencies, resolve blockers, and ensure timely execution. Maintain accurate operational trackers, documentation, decision logs, and process guidance. Monitor screening readiness, capacity, funnel performance, and operational metrics, identifying risks and recommending improvements. Escalate operational risks with clear context and recommended actions. Support talent movement across services and acquired-company onboarding by coordinating screening requirements and stakeholder handoffs. Coordinate screening path updates across operations, content, systems, and screeners to ensure successful implementation. Perform data quality checks, investigate discrepancies, and maintain reliable operational reporting. Serve as a primary operational point of contact for screening-related requests, ensuring clear ownership and follow-through. Contribute to process improvements, documentation, and new screening initiatives that improve efficiency and scalability. In the first week, expect to: Complete onboarding and become familiar with the Talent Screening team, systems, tools, and operational workflows. Meet key stakeholders and gain an understanding of screening operations and business priorities. Shadow sourcing request preparation, screening readiness reviews, and cross-functional processes. In the first month, expect to: Build a solid understanding of the end-to-end screening process and operational workflows. Begin managing sourcing requests and operational follow-ups with guidance from the Screening Operations Manager. Develop effective working relationships with cross-functional partners. In the first three months, expect to: Independently manage sourcing requests while maintaining the 24-hour preparation standard. Monitor screening readiness, capacity, and operational health, proactively identifying risks and opportunities. Recommend and implement improvements to workflows, documentation, or operational processes. In the first six months, expect to: Own operational execution across your assigned scope with minimal oversight. Support the launch and scaling of new screening initiatives and operational improvements, while exercising discretion and independent judgment. Drive efficiencies by improving processes, documentation, and operational reporting. In the first year, expect to: Become a trusted operational partner across the Talent Screening organization. Help build scalable, transparent operational processes that support business growth. Influence operational improvements through data-driven insights and cross-functional collaboration. Be recognized for consistently delivering operational excellence, strong ownership, and reliable execution. Qualifications and Job Requirements: Bachelor’s Degree is required. 2-4+ years of experience in operations, talent operations, project coordination, program management, or a similar cross-functional environment. Demonstrated ability to manage multiple priorities, deadlines, and stakeholders while maintaining strong attention to detail. Strong analytical skills with experience using operational data to identify trends, solve problems, and improve processes. Excellent written and verbal communication skills with the ability to clearly communicate priorities, risks, and recommendations. Advanced proficiency with spreadsheets and operational tracking tools; experience with dashboards, workflow automation, or low-code/no-code tools is a plus. Strong process orientation with a continuous improvement mindset. High level of ownership, accountability, and follow-through. Comfortable working in a fast-paced, evolving environment with changing priorities. Experience supporting talent screening, marketplace operations, or technology-enabled operations is preferred. You must be a world-class individual contributor to thrive at Toptal. You will not be here just to tell other people what to do.