Recruiting Coordinator

reflectionai; California, New York (MO, NY); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Top-tier compensation

Stock options

Health & wellness

Meals provided in office

Life & family benefits

Job summary

Reflection AI is seeking a Recruiting Coordinator to own searches from kickoff to close, partnering with recruiters and hiring managers to keep candidates moving and interviews on schedule.

You will work hands-on in talent ops, configuring the ATS, launching new programs, and owning a recruiting operations workstream with a sponsor. Based in San Francisco or New York, five days in the office from day one.

Qualifications

• 2+ years in recruiting coordination or related role.
• Ownership instincts: own a search, not just a queue of requests.
• Genuine interest in talent ops (systems, tooling, ATS configuration and enablement).
• Excellent written and verbal communication with candidates, recruiters and senior hiring managers.
• Comfort working with reports and core recruiting metrics.
• Track record of improving a process or helping roll one out and getting others to adopt it.
• High attention to detail; things do not fall through the cracks.
• Ashby experience is a strong plus, especially ATS implementation or migration.

Responsibilities

• Own the pipeline on searches: track progress, flag aging candidates, chase feedback, and keep recruiters and hiring managers updated.
• Manage candidate logistics and communications end to end, including multi-panel and cross-timezone loops, onsite logistics and travel, and deliver a candidate experience people talk about.
• Be the operational lead at search kickoff: kickoff form, interview plan in Ashby, and interviewer enablement outreach.
• Work hands-on in Ashby alongside Talent Ops: configure jobs and interview plans, keep data clean, troubleshoot issues, and help test and roll out changes.
• Use reporting to manage your pipelines, keep data accurate, and help shape what we measure.
• Help launch new recruiting programs and tools: pilot them on searches, provide feedback, co-run enablement, and own processes.
• Own one recruiting operations workstream with a Talent Ops sponsor (examples: interviewer pools, recruitment events, compliance screening operations, candidate travel).
• Identify and fix breakdowns in process before they become bottlenecks.

Skills

Recruiting operations

Ownership mindset

Stakeholder communication

Process improvement

Attention to detail

Data interpretation

Problem solving

Ashby ATS experience

Tools

Ashby ATS

Job description

Our Mission

Reflection is a research lab making intelligence open and accessible for everyone to use, customize, and build on. We build open models that let anyone control their intelligence and help shape the future of AI. Our mission: make intelligence open and accessible to all.

Role Overview

We're hiring Recruiting Coordinators to own searches at Reflection from kickoff to close. This is not a scheduling-only role. You will be the operational lead on every search you support, partnering with recruiters and hiring managers to keep candidates moving, interviews on schedule, feedback flowing and the pipeline clean. You will also work hands-on in talent ops alongside our Talent Operations team: configuring in our ATS, helping launch new programs and tools, and owning a recruiting operations workstream of your own. Based in San Francisco or New York, five days in office, working alongside the recruiting team from day one.

What You'll Do

• Own the pipeline on your searches: track candidate progress, flag aging candidates and bottlenecked stages, chase feedback, and keep recruiters and hiring managers updated on what is in flight and what is blocked

• Manage candidate logistics and communications end to end, including complex multi-panel and cross-timezone loops, onsite logistics and travel, and deliver a candidate experience people talk about

• Be the operational lead at search kickoff: the kickoff form, the interview plan in Ashby, and interviewer enablement outreach

• Work hands-on in Ashby alongside Talent Ops: configure jobs and interview plans on your searches, keep data clean, troubleshoot issues, and help test and roll out changes

• Use reporting to manage your pipelines, keep the data behind it accurate, and help shape what we measure

• Help launch new recruiting programs and tools: pilot them on your searches, bring feedback, co-run enablement for recruiters and interviewers, and be the go-to person for the processes you own

• Own one recruiting operations workstream with a Talent Ops sponsor (examples: interviewer pools, recruitment events, compliance screening operations, candidate travel), and document the process you own

• Identify and fix breakdowns in process before they become bottlenecks

What We're Looking For

• 2+ years in recruiting coordination, recruiting operations, or a related role

• Ownership instincts: you treat a search as yours, not as a queue of requests

• Genuine interest in talent ops (systems, tooling, ATS configuration and enablement), not just scheduling

• Excellent written and verbal communication with candidates, recruiters and senior hiring managers

• Comfort working with reports and core recruiting metrics

• Track record of improving a process or helping roll one out and getting others to adopt it

• High attention to detail; things do not fall through the cracks on your watch

• Ashby experience is a strong plus, especially having supported an ATS implementation or migration

What We Offer:

We believe that to make intelligence open and accessible to all, you need to start at the foundation. Joining Reflection means building from the ground up as part of a talent-dense team. You will help define our future as a company, and help define the future of open foundational models.

We want you to do the most impactful work of your career with the confidence that you and the people you care about most are supported.

• Top-tier compensation: Salary and equity structured to recognize and retain our talent globally.

• Stock options: Everyone who joins and contributes to Reflection's success gets to share in the upside through stock options.

• Health & wellness: Comprehensive medical, dental, vision, and life, with an annual wellness allowance.

• Meals: Lunch and dinner are provided in the office daily.

• Life & family: 22 weeks paid parental leave for all new birthing and non-birthing parents, including adoptive and surrogate journeys.

• Vacation days: Unlimited paid time off in the U.S. and 30 days in the U.K.

• Sponsorship support: We sponsor visas to help exceptional talent join our team and support long-term immigration pathways where applicable.

• Team building: We have regular off-sites, happy hours, and team celebrations.

Export Control Notice: This position may require access to technology or source code subject to the U.S. Export Administration Regulations. Any offer of employment for this role may be conditioned on the Company's ability to provide the candidate with access to such technology or source code in compliance with applicable U.S. export control laws, which may require the Company to seek government authorization.