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Recruiting Coordination and Operations Specialist

San Francisco

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'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.

What You’ll Do

Recruiting Operations

  • Maintain data integrity across our ATS and recruiting tools - audit regularly and keep things accurate.
  • Support talent mapping, referral processing, inbound application triage, and recruiting events.
  • Track interview feedback completion and follow up to make sure nothing stalls.
  • Identify process gaps and propose improvements - this role is expected to make the function better, not just execute.
  • Collect, organize, and audit interview feedback to ensure nothing gets lost or delayed.
  • Maintain up-to-date recruiting information in documentation and in Slack, support data integrity across recruiting systems.

Candidate Scheduling & Experience

  • 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.

Skills and Qualifications

Minimum qualifications:

  • Experience coordinating schedules, managing calendars, or supporting operations in a fast-paced environment
  • Excellent written and verbal communication skills, especially in direct candidate communications
  • Ability to adapt quickly to different teams, roles, and ways of working without losing your footing
  • Comfortable with Google Workspace, scheduling tools, and Slack
  • A do-what-it-takes mindset: you’re proactive, detail-oriented, and don’t let things fall through the cracks

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 Greenhouse, 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 $140,000 - $200,000 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.

Thinking Machines Lab will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the California Fair Chance Act, the San Francisco Fair Chance Ordinance, and any other applicable state or local fair chance ordinance or law.

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