Recruiting Coordinator

Bison; San Francisco (CA); On-site; USD 140,000 - 200,000; Full time

Benefits offered by this job

Health/dental/vision benefits

Unlimited PTO

Paid parental leave

Relocation support

Job summary

Thinking Machines in San Francisco is seeking a Recruiting Coordinator to accelerate hiring, own interview scheduling, and enhance recruiting operations. You will manage high-volume interview coordination across time zones, coordinate travel and logistics, and ensure a thoughtful, high-touch candidate experience.

This role partners with recruiters and hiring managers, uses tools like Ashby and GoodTime, and contributes to data integrity and process improvements.

Qualifications

• Experience coordinating schedules with attention to detail.
• Excellent written and verbal communication with candidates.
• Ability to adapt recruitment approaches for different teams.
• Proficiency with Google Workspace and scheduling/communication tools.

Responsibilities

• Schedule and coordinate high-volume interviews across multiple time zones and stakeholders.
• Manage interview logistics including travel, expenses, and room setup.
• Serve as main candidate contact with warm, professional communication throughout screening and interviewing.
• Monitor interview capacity and prepare interviewer pools as hiring volume grows.
• Use scheduling tools (Ashby, GoodTime, ModernLoop) to automate scheduling and speed up response times.
• Provide operational recruiting support: talent mapping, data, referrals processing, and events.
• Audit and organize interview feedback; maintain recruiting documentation and Slack updates.

Skills

Scheduling coordination

Communication skills

Adaptability

Google Workspace

Slack/communication tools

Tools

Ashby

GoodTime

Workday

ModernLoop

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.