Recruiting and Office Coordinator

Town.com•San Francisco, CA

12d•Onsite

About The Position

Town is an applied AI company building a powerful assistant that makes it easy for anyone to create and use software in their everyday work. Town builds a persistent model of you — your voice, judgment, relationships, priorities — and does real work on your behalf across every tool you use: email, calendar, docs, Slack, CRM. It doesn't wait to be prompted. It observes, learns, and acts. The office is an extension of our product and team. When it's running well, candidates walk into a place that's clearly on top of things, new hires have a desk and a badge on day one, and the team gets to focus on their work. You own that: our office experience and operations, our front door—and the interview loops that bring people through it. You'll own coordination and scheduling for all interviews (often multi-hour onsites with five or six interviewers, rooms, lunch, and a candidate who flew in that morning, of course!) In the same week you'll be solving desk layout for a hiring surge, chasing a vendor, and making sure the fridge isn't empty. The bar is simple: nothing gets dropped, and no candidate ever feels like they're the second thing on your list.

Requirements

Are a detail-oriented people person who communicates well in person and in writing.
Have experience in office management, recruiting coordination, or EA/admin work at a startup.
Have run complex, multi-interviewer onsite loops and can hold a dozen moving pieces without a single dropped thread.
Are fluent in an ATS (Ashby preferred) and Google Calendar, and have strong data-hygiene instincts.
Write clearly and warmly to candidates, and confidently to vendors and building management.
Are in SF and want to be in the office five days a week — this role only works in person.
Self-directed: you find the work, you follow up, and you close the loop.

Responsibilities

Be front of house — for candidates, vendors, partners, and event guests. You're the first person anyone meets when they walk in.
Own end-to-end interview scheduling across every open role — screens, panels, and full onsite loops — managing interviewer conflicts, reschedules, and time zones without losing hiring velocity.
Own the building day to day: visitor registrations in the building portal, maintenance requests, and punch-list items across our office suites.
Manage the office vendors — snacks and daily lunch, plants, IT and AV — and be the person who follows up when something isn't working. Most of this work runs through vendors; you manage them and fill the gaps.
Own supplies and equipment: ordering, reorder cadence, and scheduling repairs and service.
Manage the space they walk into: our SF office operations and the vendors behind it, from the building to access to food to IT. Most of this work runs through vendors — you oversee them and fill the gaps.
Be the operational point of contact for candidates: confirmations, prep materials, day-of logistics, travel and expense coordination, and a fast, warm reply every time.
Keep Ashby clean and current — stages, interview schedules, feedback SLAs — so pipeline reporting is trustworthy without anyone reconstructing it by hand.
Run onsite day-of: rooms booked and named, interviewers on time, lunch staffed and ordered, candidate greeted and never left sitting alone.
Turn a signed offer into a real first day: desk, equipment, badge, welcome setup, and first-week logistics.
Own ongoing office access and our roster.
Support our New York team remotely — The NYC team routes to you directly.
Find and fix the process gaps. If scheduling or the office is breaking at 40 people, redesign it before it breaks at 80.