Project Manager - Talent Acquisition (f/m/d) - Hybrid

At Ruby Berlin, we are Berlin-based HR professionals with 15+ years of experience helping companies scale. We believe that building a high-performing team is one of the most strategic levers a company has - and that’s why we don’t just “place people,” we partner with our client’s growth. We function as an external recruitment arm: designing processes, building candidate funnels, managing stakeholder alignment, and executing the full hiring journey. Whether our clients have zero in-house recruiting capacity or they need support for difficult-to-fill roles as an add on, we’re the go to Talent Acquisition team.

We’ve supported more than 20+ high-scaling startups (such as Plantix, Smallpdf, Morpho, Gixel, Taxifix etc.) with roles ranging from CTO & COO to Product, Engineering, Sales, and Finance.

At Ruby Berlin, we operate as a boutique agency. We’re lean, highly structured and deeply committed to quality, transparency, and client alignment.

Check us out: ruby-berlin.com

What You Will Do — Tasks & Responsibilities

As a Project Manager — Talent Acquisition at Ruby Berlin, your role is end-to-end ownership of recruiting projects for our clients. Your core responsibilities include:

• Lead kick-off meetings with clients to deeply understand their needs, role context, team dynamics, and culture
  
• Design a tailored recruitment process (timelines, stages, assessment criteria, decision gates)
  
• Build and manage a candidate funnel: sourcing, outreach, screening, pipeline management
  
• Use multiple sourcing channels: job boards, social media, referrals, networks, passive search
  
• Conduct first-touch candidate screenings, assess fit, manage candidate experience
  
• Coordinate interview rounds between client and candidate, gather feedback, manage scheduling
  
• Support offer stage, negotiation guidance, and onboarding handover
  
• Serve as the main project lead and point of contact — owning communication with clients and candidates
  
• Monitor key metrics (pipeline health, drop-off rates, time-to-close), iterate the process
  
• Collaborate internally with your team (share learnings, support each other, pool sourcing strategies)
  
• Be proactive: recommend optimizations, flag risks early, escalation when needed
  

You’re not just an executor — you’re a project manager in recruiting: you take ownership and steer each assignment.

What We Need From You — Requirements

We’re looking for someone who:

• Has hands-on recruiting experience (full-cycle, sourcing, stakeholder management) — ideally in tech or SaaS
• Speaks English & German fluently (near-native in both)
• Sees themselves as a project manager not just a recruiter — you take initiative, own tasks, structure your work
• Is ultra organized, structured, and efficient in managing multiple roles simultaneously
• Has excellent communication and relationship skills (with clients, candidates, internal team)
• Is comfortable working in a small team, in a hybrid setup (2–3 days in office per week)
• Is self-driven, resourceful, and ready to lead the project
• Has the ability to adapt to different industries or roles and learn fast

Bonus / Preferred:

• Experience in scaling startups
• Experience with applicant tracking systems (ATS), sourcing tools, metrics
• Some exposure to executive search, interim recruiting, or consulting

We are excited to receive your application, in case of having questions, do not hesitate to reach out!