Recruiting Coordinator

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 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 Do

Candidate Scheduling & Communication

• Manage high-volume interview coordination across multiple time zones, calendars, and stakeholders while maintaining a 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.

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.