Recruiting Coordinator

Navan; Palo Alto (CA); Hybrid; USD 30,000 - 66,000; Full time

Job summary

Navan is seeking a Recruiting Coordinator to orchestrate interview scheduling and candidate logistics in a hybrid role based in San Francisco and Palo Alto. You will partner with recruiters, hiring managers, and executives to deliver a smooth candidate journey and scalable processes.

The position emphasizes calendar mastery, travel coordination, and process improvements. Ideal candidates bring 1–2+ years in recruiting coordination, strong organizational skills, and experience with Greenhouse,

Qualifications

• 1–2+ years of recruiting coordination experience.
• Excellent organizational and multitasking skills.
• Experience with modern recruiting tech stacks (Greenhouse, ModernLoop, Metaview).
• Strong interpersonal and communication skills with high-touch candidate experience.

Responsibilities

• Manage full-cycle coordination of candidate interviews, including scheduling, travel arrangements, and logistics for both virtual and onsite interviews.
• Roll out the red carpet for candidates, ensuring a smooth, engaging and unforgettable experience.
• Own your workflow and partner with recruiters, EAs, and hiring teams to deliver top-notch results.
• Drive process improvements and automation to elevate recruiting coordination and onboarding.
• Be the candidate experience guru for your teams, advising and supporting recruiters and hiring managers.

Skills

Recruiting coordination

Calendar management

Communication

Schedule optimization

Relationship building

Tools

Greenhouse

ModernLoop

Metaview

Job description

Ready to be the behind-the-scenes magic that makes Navan's hiring process shine? As a Recruiting Coordinator, you'll be the ultimate interview orchestrator, balancing complex schedules like a pro and making sure every candidate feels like a VIP. You’ll partner with recruiters and hiring managers, streamlining processes and bringing operational efficiency to new heights. We're looking for a calendar Tetris Master with a love for details and a knack for creative problem-solving. If you’re someone who thrives on delivering a stellar candidate experience and loves keeping things organized, we want you!

This role will be hybrid, based in San Francisco and Palo Alto, with the flexibility to travel between Palo Alto and San Francisco on an as-needed basis for onsite interview support.

What You’ll Do

• Manage full-cycle coordination of candidate interviews, including scheduling, travel arrangements, and logistics for both virtual and onsite interviews


• Roll out the red carpet for candidates, making sure their experience is smooth, engaging, and unforgettable


• Own your workflow and partner with recruiters, executive assistants, and hiring teams to deliver top-notch results


• Drive process improvements, taking recruiting coordination and leading into onboarding to the next level through thoughtful operational improvements and automation


• Become the candidate experience guru for your teams, advising and supporting recruiting and hiring managers with your expertise


• Provide a white-glove service to both internal stakeholders and candidates, ensuring everyone feels valued and informed


• Learn and support workflows as it relates to the Recruiting and Operations: offer letter creation, background checks, onboarding tasks, and talent processes.


• Learn skills that extend beyond Recruiting Coordination and prepare you for what’s next in the Talent and People organization


• Partner closely with full-cycle recruiters and in-house business leaders to align hiring strategies and ensure seamless execution


• Hold cross-functional responsibilities spanning recruiting coordination and people operations to support end-to-end talent initiatives

What We’re Looking For

• 1–2+ years of recruiting coordination experience, with a proven ability to solve complex scheduling challenges under pressure


• Exceptional organizational skills with a knack for juggling multiple priorities seamlessly


• Hands-on experience with modern recruiting tech stacks (e.g., Greenhouse, ModernLoop, Metaview)


• Stellar interpersonal and communication skills focused on delivering a high-touch experience for candidates and hiring teams


• High adaptability and agility to thrive in dynamic, rapidly changing environments


• Strong relationship builder capable of engaging effectively with internal and external stakeholders


• Solutions-oriented mindset with a passion for customer service and operational excellence

The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity.For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. Candidates may receive more information from the recruiter.

Pay Range: $22 USD - $48 USD

Navan uses AI-assisted Automated Employment Decision Tool (Metaview) to assist with evaluating resumes against job qualifications for this role. All final decisions are made by human recruiters and hiring managers.

Human oversight: Metaview does not automatically reject candidates or make final hiring decisions. Our recruiters and hiring managers review all outputs and make the final hiring decision regarding every application.

• Your rights: If you prefer to have your application reviewed without AI assistance, you may request a human evaluation by entering your email here. Your decision to do so will not affect how your candidacy is evaluated.

Please refer to our Candidate Privacy Notice for more information about our processing of personal data, and your rights.