CASE STUDY:

Opendoor Labs

Talent Acquisition Strategy Consulting, Technology Selection & Implimentation


THE CLIENT

Opendoor is an on-demand real estate platform founded in 2011 that is transforming the way people buy and sell homes. By offering a streamlined, hassle-free process, homeowners can sell their homes directly through Opendoor without the need for listings, showings, or negotiations. Based in San Francisco, California, Opendoor aims to simplify real estate transactions and provide a seamless experience for buyers and sellers alike.

Industry: Real Estate Technology

Services Provided: Recruiting Optimization, Applicant Tracking System (ATS) Selection & Implementation Support, Process Optimization

Project Duration: 6 Months

OVERVIEW


Opendoor partnered with Proactive Talent to overhaul its recruiting processes and implement a new Applicant Tracking System (ATS) to meet its scaling needs. Through a comprehensive Recruiting Optimization Consulting engagement, we streamlined hiring workflows, reduced inefficiencies, and helped select and integrate a cutting-edge ATS. This project led to improved recruiter efficiency, faster time-to-fill, and a more standardized, scalable recruitment process across the organization.

BUSINESS CHALLENGE

As Opendoor rapidly scaled, the company faced several recruiting challenges, including inefficient workflows, lack of standardization across recruiting processes, and an outdated Applicant Tracking System (ATS). Opendoor needed to streamline its talent acquisition functions, enhance recruiter efficiency, and implement new technologies that could support its long-term hiring goals. Opendoor partnered with Proactive Talent to address these challenges through a holistic approach encompassing Recruiting Optimization and ATS Selection & Integration.

Multiple Acquired Companies. Multiple Processes. Multiple Systems. Multiple Challenges.

OUR SOLUTION


Proactive Talent implemented a phased approach to tackle Opendoor’s recruitment challenges, combining recruiting process optimization and new ATS selection, configuration, and implementation.

Phase 1: Recruiting Optimization Discovery & Recommendations

  1. 1.Discovery & Audit:
    • Conducted extensive discovery interviews with recruiters, hiring managers, and business partners to understand current pain points, including inefficiencies in interview scheduling, job requisition workflows, and offer approvals​.
    • Analyzed Opendoor’s existing tech stack (Lever, Workday, Gem, and more) to identify gaps in data integrity, automation, and candidate experience.
    • Evaluated Opendoor’s Talent Acquisition Maturity Model, which placed them in the "Operational" state, signaling the need for standardized processes and optimized sourcing strategies​.
  2. 1.Recommendations:
    • Proposed restructuring the job requisition and approval workflow to ensure greater control and visibility across HR, TA, and finance teams.
    • Implemented a job description audit to standardize templates, incorporate non-biased language, and align all job postings with Opendoor’s employer brand.
    • Recommended shifting scheduling and coordination tasks to the TA Ops team, allowing recruiters to focus on more strategic hiring efforts.

Phase 2: ATS Selection, Integration, and Implementation

  1. 1.ATS Selection:
    • Managed the RFP process for a new ATS to replace Lever, including vendor demos, evaluations, and final selection.
    • Provided Opendoor with a comprehensive scorecard to assess vendors based on their features, integrations, scalability, and cost-effectiveness, ultimately selecting an ATS that aligned with their future growth.
  2. 1.Implementation & Training:
    • Developed a four-month implementation roadmap for the new ATS, which included data migration, system configuration, and process reengineering.
    • Created customized training sessions for recruiters, hiring managers, and talent ops teams on using the new ATS, with a focus on self-scheduling, automated offer workflows, and feedback capture.
    • Established automation workflows within the ATS to handle high-volume roles, requisition approval, and interview feedback management, streamlining the recruiting process from start to finish.

Phase 3: Process Standardization & Long-Term Advisory

  1. 1.Process Standardization:
    • Reengineered key recruiting processes, including offer approval, job requisition workflows, and interview scheduling, which were documented and integrated into Opendoor’s new ATS​..
    • Implemented feedback mechanisms for candidates and hiring managers, providing ongoing insights to improve user experience and hiring decisions​.
    • Addressed internal mobility by building internal pathways for career advancement within the organization.
  2. 1.Ongoing Advisory:
    • Continued to support Opendoor post-implementation with ongoing advisory services, ensuring they fully optimized the ATS and recruiting processes for future scalability and operational efficiency​.

Results

  • Increased Efficiency: Proactive Talent’s Recruiting Optimization strategy streamlined Opendoor’s hiring workflows, reducing manual processes and minimizing bottlenecks in recruiting operations. This resulted in a 30% reduction in time-to-fill for key roles.
  • Enhanced Technology Integration: With Proactive Talent’s guidance, Opendoor successfully selected and implemented a new ATS, which improved data accuracy and reporting capabilities. The integration allowed for real-time visibility across both Opendoor and OS National, providing a unified system for all job postings and recruitment metrics​(RO-Action Plan ^0 Road …).
  • Improved Recruiter Experience: By automating key recruiting tasks, such as interview scheduling and offer approvals, recruiters could focus on higher-value activities. The introduction of AI-powered tools for scheduling and candidate communication further optimized recruiter productivity​.
  • Increased Collaboration: The alignment of Opendoor and OS National’s separate recruiting systems into a cohesive platform allowed for better cross-team collaboration. This alignment helped standardize workflows and ensure consistent, repeatable processes across both entities.
  • Improved Candidate and Hiring Manager Experience: The implementation of survey functionality within the new ATS improved candidate experience feedback loops, allowing Opendoor to capture and act on candidate and hiring manager feedback in real-time. This led to higher satisfaction across both candidates and internal teams​.
  • Standardization of Hiring Practices: A thorough audit of job descriptions and requisitions resulted in standardized templates that ensured consistency in branding, language, and inclusivity. This consistency strengthened Opendoor’s employer brand while improving diversity in hiring​.

The collaboration between Opendoor and Proactive Talent delivered a modernized recruiting engine, positioning the company to scale its hiring operations more effectively while improving overall talent acquisition outcomes.

Amelia Generalis

Chief People Officer

"Proactive Talent transformed our recruiting operations, bringing in a level of expertise and efficiency that truly elevated our processes. From optimizing workflows to implementing our new ATS, they were instrumental in helping us scale effectively. Their partnership allowed us to focus on strategic hiring initiatives while ensuring consistency and accuracy across our talent acquisition efforts. We couldn't be happier with the results and the impact on our team."




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