Recruiting Coordination and Operations Specialist · Thinking Machines Lab

Sat, 18 Apr 2026 15:55:34 GMT
Operations

Thinking Machines Lab · San Francisco · $140,000 - $200,000 USD · onsite

We're hiring a Recruiting Coordinator to help us build a best-in-class recruiting engine as we scale. This is a coordination-heavy role, but the scope goes beyond scheduling - you'll own the systems and processes that keep the team organized and moving, and you'll be expected to improve them over time.

This means helping to build the processes, documentation, and systems that grow with us, not just executing the ones that already exist. Beyond scheduling, you'll plug into broader recruiting operations such as talent mapping, reporting, referral processing, and events - wherever the team needs support.

Your responsibilities will include:

Maintaining data integrity across our ATS and recruiting tools - auditing regularly and keeping things accurate. Supporting talent mapping, referral processing, inbound application triage, and recruiting events. Tracking interview feedback completion and following up to make sure nothing stalls. Identifying process gaps and proposing improvements - this role is expected to make the function better, not just execute. Collecting, organizing, and auditing interview feedback to ensure nothing gets lost or delayed. Maintaining up-to-date recruiting information in documentation and in Slack, supporting data integrity across recruiting systems.

You'll also manage high-volume interview coordination across multiple time zones, calendars, and stakeholders while maintaining a world-class candidate experience. Coordinate all interview logistics, from travel and expenses to room setup and technical support. Serve as the main point of contact for candidates, communicating in a warm, professional, and informative manner from initial screening through offer. Anticipate scheduling bottlenecks before they happen: monitor interviewer availability, flag conflicts early, and keep hiring velocity high. Scale interviewer pools by partnering with teams to identify, train, and prepare new interviewers as hiring volume grows. Use modern scheduling tools (e.g., Greenhouse, ModernLoop) to automate scheduling, reduce manual work, and improve response speed. Manage high-volume scheduling across time zones, calendars, and multiple stakeholders.

The ideal candidate will have experience coordinating schedules, managing calendars, or supporting operations in a fast-paced environment. They'll be excellent at written and verbal communication, able to adapt quickly to different teams and roles, and comfortable with Google Workspace, scheduling tools, and Slack.

Logistics: Location: San Francisco, California. Compensation: $140,000 - $200,000 USD per year, depending on background, skills, and experience. Visa sponsorship: Yes. Benefits: Generous health, dental, and vision benefits, unlimited PTO, paid parental leave, and relocation support as needed.