Recruiting Coordinator, Research

Thinking Machines Lab•San Francisco, CA

2d•Onsite

About The Position

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 We are hiring a Recruiting Coordinator to accelerate our hiring efforts for Research 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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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.