Recruiting Coordinator

Thinking Machines Lab Inc.; San Francisco (CA); On-site; USD 140,000 - 200,000; Full time

Benefits offered by this job

Health benefits

Dental & Vision

Unlimited PTO

Parental leave

Relocation support

Job summary

Thinking Machines is hiring a Recruiting Coordinator based in San Francisco to accelerate hiring and deliver a high-touch candidate experience. You will own interview scheduling, coordinate logistics, and support recruiting operations across teams, while maintaining timely communication with candidates.

You'll manage high-volume scheduling across time zones, build interviewer pools, and use tools like Ashby, GoodTime and ModernLoop to automate processes and improve speed, with visa sponsorship

Qualifications

• Experience coordinating schedules, managing calendars, or supporting operations in fast-paced environments, with exacting attention to detail.
• Excellent written and verbal communication skills, especially in direct candidate communications
• Comfort adapting to different styles and approaches to recruiting for different teams, learning and pivoting quickly
• Proficiency with Google Workspace, scheduling tools, and communication platforms like Slack

Responsibilities

• Own interview scheduling across time zones and stakeholders.
• Coordinate interview logistics, travel, expenses, and room setup.
• Serve as main candidate contact, delivering a warm, professional experience.
• Monitor interview capacity and ensure available interviewers.
• Scale interviewer pools by training new interviewers as hiring grows.
• Use scheduling tools to automate scheduling and speed responses.
• Provide operational recruiting support: mapping, data, referrals, events.
• Audit interview feedback and maintain recruiting documentation.

Skills

Schedule coordination

Attention to detail

Verbal & written communication

Adaptability

Tools

Ashby

GoodTime

ModernLoop

Slack

Job description

About Thinking Machines

The mission of Thinking Machines is to build AI that extends human will and judgment. We are training frontier models with Inkling, developing Tinker to let people make models their own, and crafting interfaces that broaden human-AI communication. We believe the future worth building is human, and we're hiring people who want to build it.

About the Role

We are hiring a Recruiting Coordinator to accelerate our hiring efforts and build a high-quality, efficient recruiting engine. You will be responsible for owning interview scheduling, improving recruiting operations, reporting, and delivering a thoughtful, high-touch candidate experience.

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.

• Coordinate all interview logistics, from travel and expenses to room setup and technical support.

• Serve as the main point of contact for candidates, communicating in a warm, professional, and informative manner through the whole screening and interview process.

• 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

• Provide operational support to recruiting: talent mapping, data, referrals processing, recruiting events, and inbound application support on an ad-hoc basis.

• Collect, organize and audit interview feedback.

• Maintain up-to-date recruiting information in documentation and in Slack, support data integrity across recruiting systems.

Skills and Qualifications

Minimum qualifications:

• Experience coordinating schedules, managing calendars, or supporting operations in fast-paced environments, with exacting attention to detail.

• Excellent written and verbal communication skills, especially in direct candidate communications

• Comfort adapting to different styles and approaches to recruiting for different teams, learning and pivoting quickly

• 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

• Experience with ATS, HRIS, and scheduling tools like Ashby, GoodTime, Workday, and ModernLoop.

• Experience partnering closely with recruiters and hiring managers

• Proven ability to be proactive in ambiguous situations and propose multiple solutions

• Experience supporting technical or leadership-level hiring

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 $140,000 - $200,000 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.