Recruiting Coordinator

thinking machines lab • San Francisco Bay Area

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AI Summary

We are hiring a Recruiting Coordinator to build a best-in-class recruiting engine as we scale. This role involves high-volume scheduling, maintaining data integrity across recruiting tools, and improving processes. The ideal candidate has excellent communication skills, experience with scheduling tools, and a proactive, detail-oriented mindset.

Key Highlights

Own the systems and processes that keep the recruiting team organized and moving.

Manage high-volume interview coordination across multiple time zones and stakeholders.

Support broader recruiting operations including talent mapping, reporting, and events.

Key Responsibilities

Maintain data integrity across our ATS and recruiting tools - audit regularly and keep things accurate.

Support talent mapping, referral processing, inbound application triage, and recruiting events.

Track interview feedback completion and follow up to make sure nothing stalls.

Identify process gaps and propose improvements - this role is expected to make the function better, not just execute.

Collect, organize, and audit interview feedback to ensure nothing gets lost or delayed.

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

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 from initial screening through offer.

Anticipate scheduling bottlenecks before they happen: monitor interviewer availability, flag conflicts early, and keep hiring velocity high.

Scale interviewer pools by partnering with teams to identify, train, and prepare new interviewers as hiring volume grows.

Use modern scheduling tools (e.g., Greenhouse, ModernLoop) to automate scheduling, reduce manual work, and improve response speed.

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Technical Skills Required

Greenhouse ModernLoop Google Workspace Slack

Benefits & Perks

Annual salary range $140,000 - $200,000 USD

Generous health, dental, and vision benefits

Unlimited PTO

Paid parental leave

Relocation support as needed

Visa sponsorship

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Nice to Have

1+ years in a high-volume scheduling or recruiting coordination role

Experience with ATS, HRIS, and scheduling tools like Greenhouse, 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

Job Description

Thinking Machines Lab's mission is to empower humanity through advancing collaborative general intelligence. We're building a future where everyone has access to the knowledge and tools to make AI work for their unique needs and goals.

We are scientists, engineers, and builders who’ve created some of the most widely used AI products, including ChatGPT and Character.ai, open-weights models like Mistral, as well as popular open source projects like PyTorch, OpenAI Gym, Fairseq, and Segment Anything.

About the Role

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