Recruiting Coordination and Operations Specialist

Thinking Machines Lab's mission is to empower humanity through advancing collaborative general intelligence. We're building a future where everyone has access to the knowledge and tools to make AI work for their unique needs and goals. 

We are scientists, engineers, and builders who’ve created some of the most widely used AI products, including ChatGPT and Character.ai, open-weights models like Mistral, as well as popular open source projects like PyTorch, OpenAI Gym, Fairseq, and Segment Anything.

About the Role

We are hiring our first Recruiting Coordinator to accelerate our hiring efforts and build a high-quality, efficient recruiting engine. You will be responsible for expediting interview scheduling, improving recruiting operations, and delivering a thoughtful, high-touch candidate experience. On the operations front, this role will also support functions such as talent mapping, reporting, and events on an ad-hoc basis when the team has strategic initiatives. This role will help lay the foundation for how recruiting works at Thinking Machines Lab going forward, creating processes, documentation, and systems that will support the company as we grow.

What You’ll Do

Candidate Scheduling & Communication

• 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 through the whole screening and interview process.
• Proactively monitor and manage interview capacity, ensuring the right interviewers are available and schedules can move quickly
• Scale interviewer pools by partnering with teams to identify, train, and prepare new interviewers as hiring volume grows
• Use modern scheduling tools (e.g., Ashby, GoodTime, ModernLoop) to automate scheduling, reduce manual work, and improve response speed
  
  

Hiring Process, Candidate Experience, & Operations

• Provide operational support to recruiting: talent mapping, data, referrals processing, recruiting events, and inbound application support on an ad-hoc basis.
• Collect, organize and audit interview feedback. 
• Maintain up-to-date recruiting information in documentation and in Slack, support data integrity across recruiting systems.

Skills and Qualifications

Minimum qualifications:

• Experience coordinating schedules, managing calendars, or supporting operations
• Excellent written and verbal communication skills, especially in direct candidate communications
• Comfort adapting to different styles and approaches to recruiting for different teams, learning and pivoting quickly
• Proficiency with Google Workspace, scheduling tools, and communication platforms like Slack

Preferred qualifications — we encourage you to apply if you meet some but not all of these:

• 1+ years in a high-volume scheduling or recruiting coordination role
• Experience with ATS, HRIS, and scheduling tools like Ashby, GoodTime, Workday, and ModernLoop.
• Experience partnering closely with recruiters and hiring managers
• Proven ability to be proactive in ambiguous situations and propose multiple solutions
• Experience supporting technical or leadership-level hiring

Logistics

• Location: This role is based in San Francisco, California. 
• Compensation: Depending on background, skills and experience, the expected annual salary range for this position is $110,000 - $190,000 USD.
• Visa sponsorship: We sponsor visas. While we can't guarantee success for every candidate or role, if you're the right fit, we're committed to working through the visa process together.
• Benefits: Thinking Machines offers generous health, dental, and vision benefits, unlimited PTO, paid parental leave, and relocation support as needed.

As set forth in Thinking Machines' Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.