Thinking Machines Lab

Compensation

Full Description

About the Role We are hiring our first Recruiting Coordinator as part of our operations team to help scale our hiring efforts and build a high-quality, efficient recruiting engine. You will be responsible for accelerating 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. As the first person in this role, you'll help lay the foundation for how Recruiting Coordination works at Thinking Machines - creating processes, documentation, and systems that will support the company as we grow. This is a great fit for someone who is organized, proactive, loves solving operational problems, and enjoys interacting with candidates and internal teams. What You'll DoCandidate Scheduling & Communication • Manage high-volume interview coordination across multiple time zones, calendars, and stakeholders while maintaining world-class candidate experience • Act as a reliable problem-solver when complex scheduling or system issues arise • Handle travel logistics and manage the candidate expense reimbursement process when needed • Coordinate all interview logistics - virtual and onsite - including call setup, room bookings, and technical support • Build strong working partnerships with hiring managers, recruiters, and the executive operations team • Communicate with candidates in a warm, professional, and informative manner, ensuring a high-touch experience • Send interview confirmations, reminders, and follow-ups; run debriefs and coordinate reference checks • Serve as the main point of contact for candidates, providing timely updates and support to make sure we never drop the ball on a candidate • 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 • Represent Thinking Machines' culture and values in every interaction • Maintain accurate and up-to-date information across tracking tools, Slack channels, and documentation • Collect, organize, and audit interview feedback from panelists • Support data integrity across recruiting systems by auditing candidate and employee data when applicable • Provide operational support to recruiting: talent mapping, data, referrals processing, recruiting events, and inbound application support on an ad-hoc basis. Skills and Qualifications Minimum qualifications: • Strong partnership ability with flexibility to adapt to different styles and pivot quickly • Strong organizational skills and excellent attention to detail • Experience coordinating schedules, managing calendars, or supporting operations • Excellent written and verbal communication skills, especially in crafting friendly and informative candidate emails • Ability to work in fast-paced, constantly changing environments • Comfortable handling confidential information professionally • 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 • Strong experience implementing and managing modern scheduling tools (e.g., Ashby, GoodTime, ModernLoop) to automate scheduling, reduce manual work, and improve response speed • Experience partnering closely with recruiters and hiring managers • Familiarity with ATS or HRIS systems (e.g., Greenhouse, Ashby, Workday) • Experience generating or maintaining recruiting reports, dashboards, or process documentation • Proven ability to be proactive in ambiguous situations and propose multiple solutions • Experience supporting technical or leadership-level hiring • Demonstrated ability to solve problems to help scale our processes 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.