Front Desk & Recruiting Operations Coordinator

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 55,000 - 69,000; Full time

Job summary

The Institute of Foundation Models in Sunnyvale is seeking an Admin Operations Coordinator to manage the front desk and provide recruiting support for our Operations and Talent Acquisition teams. You will welcome guests, candidates, and employees, and handle candidate travel for onsite interview loops.

The role blends administrative duties with travel coordination in a fast-paced research environment, emphasizing a customer-service mindset and strong organizational skills.

Qualifications

• 2–4 years in front desk reception, office administration, recruiting coordination, or customer service.
• Experience coordinating complex interview calendars and travel bookings.
• Polished, welcoming, professional demeanor with strong interpersonal skills.
• Proficiency in Microsoft Office 365; familiar with ATS systems.

Responsibilities

• Front Desk & Guest Experience: greet employees, job candidates, visitors, and vendors.
• Visitor access and security: manage check-in procedures and passes.
• Front-of-House maintenance: keep reception and lobby welcoming.
• Deliveries and mail: log, distribute mail and assist with shipments.
• Candidate travel coordination: book flights, hotels, and ground transportation.
• Recruiting logistics: schedule interviews and manage calendars.
• Candidate and guest onsite experience: escort to interview rooms.
• Office and vendor operations: order supplies, coordinate catering, prep spaces.
• Process improvement: optimize travel bookings and workflows.
• Cross-functional support: assist across Ops, HR, Recruiting, Finance, IT.

Skills

Customer service mindset

Front desk experience

Multi-tasking

Interpersonal skills

Education

Bachelor's degree preferred

Tools

Microsoft Office 365

ATS (Lever, Greenhouse, Ashby)

Job description

The Institute of Foundation Models in Sunnyvale is seeking an Admin Operations Coordinator to manage the front desk and provide recruiting support for our Operations and Talent Acquisition teams. You will welcome guests, candidates, and employees, and handle candidate travel for onsite interview loops.

The role blends administrative duties with travel coordination in a fast-paced research environment, emphasizing a customer-service mindset and strong organizational skills.