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Recruiting Coordinator

San Francisco (USA)

Black Forest Labs is building the future of visual AI.

We're a team of world-class researchers and engineers creating the generative models that power how people make images and video—tools used by millions of creators, developers, and businesses worldwide. Our FLUX models are among the most advanced in the world, and we're just getting started.

Backed by $130M+ in funding and headquartered in Freiburg, Germany with a growing presence in San Francisco, we're scaling fast while staying true to what makes us different: research excellence, open science, and building technology that expands human creativity.

We are looking for a Recruiting Coordinator to be the operational backbone of our talent function - the person who ensures every candidate interaction is seamless, every process runs smoothly, and our hiring machinery gets better every week.

What You'll Own

You'll be the engine that keeps our recruiting efforts moving. As the first point of contact for many candidates, you'll shape their experience with BFL from first interview to offer. You'll also be the systems thinker who spots bottlenecks, builds better processes, and helps us hire efficiently as we grow.

Your responsibilities:

  • Schedule all interviews including complex multi-day onsites across European and international time zones
  • Handle candidate reimbursements and coordinate travel arrangements (domestic and international)
  • Help with in person interviews in the SF office
  • Manage clear, timely, and professional communication with candidates and hiring managers—you're the glue
  • Maintain pristine ATS data hygiene so we actually know what's happening in our pipeline
  • Define and track key recruitment metrics and KPIs—generate regular reports and ad-hoc dashboards
  • Send and manage NDAs for candidates and partners
  • Coordinate smooth onboarding handoffs between recruiting and People Ops
  • Document and continuously improve our end-to-end recruitment process
  • Identify bottlenecks and optimize efficiency in our hiring funnel—we're moving fast and need to move smarter
  • Assess and recommend tools that make hiring faster and better

You

You move fast without breaking things. You're obsessed with getting details right—the correct time zone, the properly formatted calendar invite, the email with no typos sent at exactly the right moment. You understand that in recruiting, small mistakes create big problems, and speed without accuracy is just chaos.

You thrive in fast-paced environments where priorities shift hourly and ambiguity is normal. You're the person who can juggle 15 urgent requests, keep every ball in the air, and still catch the scheduling conflict no one else noticed. You're proactive—you don't wait to be told what needs fixing.

You likely have:

  • 3+ years of experience in high-volume scheduling, preferably in recruiting or talent acquisition
  • You are proactive and highly organised
  • You are able to spot bottlenecks and inefficiencies and fix them
  • A passion for creating exceptional candidate and hiring manager experiences
  • Excellent communication skills—especially a knack for writing friendly, informative emails that build rapport
  • Ability to excel in fast-paced environments where you're constantly responding to questions, requests, and new action items
  • Proactive problem-solving skills in ambiguous situations—you quickly generate multiple solutions to challenging problems
  • Experience acting as a strategic partner to recruiters, helping them see around corners and suggesting process improvements
  • Strong organizational skills and meticulous attention to detail
  • Comfort with data—you can spot trends and use metrics to drive decisions

Nice to have:

  • Experience at early-stage startups or high-growth tech companies
  • Familiarity with multiple ATS platforms and recruiting tools
  • Experience coordinating international hiring 
  • Genuine interest in AI and what we're building

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