Onboarding and Recruiting Coordinator

Ambience Healthcare•San Francisco, CA

1d•Onsite

About The Position

We’re looking for an exceptionally organized, warm, and high-ownership Onboarding & Recruiting Coordinator to shape the first impression every new hire and candidate has of Ambience. In this deeply operational and highly visible role, you’ll run the end-to-end logistics that power our onboarding cohorts and onsite interview experience — ensuring every detail is polished, every presenter is prepared, and every new hire feels welcomed and supported from day one. You’ll serve as the connective tissue across People, Recruiting, Onboarding, and hiring teams, keeping materials accurate, programs running smoothly, and communications crisp. This is a high-slope role ideal for someone who thrives in fast-moving environments, loves building structure, and is energized by hosting, problem-solving, and creating memorable experiences. This role offers strong growth potential into People Operations, Recruiting, Programs, or other operational paths as we scale. (SF based, 4-5 days a week onsite)

Requirements

Meticulously Organized & Detail-Oriented
You thrive in structured systems, catch inconsistencies instantly, and take pride in polished materials.
Calm, Flexible, and Solutions-Oriented
You adapt quickly when plans shift, problem-solve in real time, and stay steady under pressure.
High Ownership with a Builder Mindset
You take initiative, anticipate needs, and follow through completely — always raising the bar.
Systems Thinker
You build repeatable workflows, document processes clearly, and help others operate with confidence.
Warm, Clear Communicator
You create welcoming experiences and partner with presenters, leaders, and candidates with professionalism and empathy.
Comfortable with Onsite Execution
You enjoy being physically present, hosting, setting up spaces, and working hands-on to ensure program success.
0–3 years in coordination, People Ops, Recruiting, HR, or similar operational roles
Excited to be onsite consistently for onboarding cohorts and candidate interviews
Exceptional organizational skills and attention to detail
Ability to remain calm, resourceful, and solutions-driven in dynamic environments
Strong written and verbal communication abilities
Proficiency — or eagerness to become proficient — in Notion

Nice To Haves

Experience with ATS platforms, scheduling tools, or HR/People Ops systems

Responsibilities

Host onsite candidates and manage all interview-day logistics — greetings, rooms, meals, timing.
Partner with recruiters to support scheduling and maintain speed-to-schedule expectations.
Keep hiring processes, interviewer materials, and operational documentation up-to-date in Notion.
Track improvements, maintain templates, and strengthen operational systems across Talent.
Own all onboarding logistics — calendars, sequencing, timing, presenter coordination, room setups, and live troubleshooting.
Ensure materials are current, presenters are aligned, and sessions run smoothly end-to-end.
Manage lunch logistics, onsite support, equipment setup, and real-time operational needs.
Upload session recordings, maintain trackers, and keep all prep workflows on schedule.
Build and update the onboarding compilation deck before each cohort.
Keep agendas, org charts, session materials, and links accurate, consistent, and polished.
Perform quality checks, flag inconsistencies, request revisions, and coordinate backup presenters.
Maintain onboarding documentation in Notion, including templates, checklists, SOPs, and tool instructions.
Send thoughtful welcome emails, pre-reads, and session materials to new hires.
Coordinate cohort social events, founder dinners, and team gatherings.
Prepare fun facts, pre-reads, and contextual information for presenters and leaders.
Send post-program surveys and drive continuous improvement based on feedback.

Benefits

An opportunity to work with cutting edge AI technology, on a product that dramatically improves the quality of life for healthcare providers and the quality of care they can provide to their patients
Dedicated budget for personal development, including access to world class mentors, advisors, and an in-house executive coach
Work alongside a world-class, diverse team that is deeply mission aligned
Ownership over your success and the ability to significantly impact the growth of our company
Competitive salary and equity compensation with benefits including health, dental, and vision coverage, quarterly retreats, unlimited PTO, and a 401(k) plan

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