Front Desk, Travel & Recruiting Coordinator

Ifm Us; Sunnyvale (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Institute of Foundation Models in Sunnyvale is seeking an Admin Operations Coordinator to manage front desk operations and provide recruiting support. The role splits 50/50 between front desk duties and candidate travel coordination, with a focus on exceptional guest experiences for employees, candidates, and vendors.

You will support travel bookings, interview logistics, and office operations while collaborating with Workplace and Talent Acquisition teams to drive efficiency in a fast-paced

Qualifications

• 2–4 years of experience in front desk reception, office administration, recruiting coordination, or customer service.
• Experience coordinating complex interview calendars and corporate travel bookings.
• Outstanding interpersonal and communication skills with a welcoming, professional demeanor.
• Proficiency with Microsoft Office / Microsoft 365.
• Hands-on experience with an applicant tracking system (Lever, Greenhouse, Ashby, or similar).
• Multi-tasking: balance front-desk duties with administrative and travel logistics in a fast-paced environment.
• Bachelor's degree preferred.

Responsibilities

• Serve as the primary onsite point of contact, greeting employees, job candidates, visitors, and vendors.
• Manage visitor check-in, issue guest passes, and ensure security compliance.
• Maintain a welcoming reception area and spaces.
• Receive and distribute mail and packages; assist with shipments.
• Book and coordinate candidate travel, including flights, hotels, and ground transportation.
• Schedule interviews and manage complex calendars for onsite interview loops.
• Coordinate candidate arrival logistics and escort to interview rooms.
• Order office supplies and help with catering and meeting spaces.
• Identify opportunities to improve travel, recruiting, and front office workflows.
• Provide cross-functional administrative support across Operations, HR, Recruiting, Finance, IT, and Workplace Services.

Skills

Front desk

Travel coordination

Customer service

MS Office

ATS systems

Multi-tasking

Bachelor's degree

Education

Bachelor's degree preferred

Tools

Lever

Greenhouse

Ashby

Job description

Institute of Foundation Models in Sunnyvale is seeking an Admin Operations Coordinator to manage front desk operations and provide recruiting support. The role splits 50/50 between front desk duties and candidate travel coordination, with a focus on exceptional guest experiences for employees, candidates, and vendors.

You will support travel bookings, interview logistics, and office operations while collaborating with Workplace and Talent Acquisition teams to drive efficiency in a fast-paced