Recruiting Coordinator

Tolan • San Francisco, CA

41d • Onsite

About The Position

Tolan is an Embodied Companion — a cute AI alien you talk with naturally, like a friend. Tolans have their own personality and preferences, and over time form memories about you, your life, and your shared friendship.
We're an experienced team that previously founded Even, acquired for $300M in 2022. Tolan is backed by the designers and founders behind Instagram, Retro, Behance, Vimeo, and Notion.
Our team works hard, with an emphasis on autonomy and ownership. We’re building together in-person in downtown SF.
We're hiring a Recruiting Coordinator to help scale Portola's hiring engine. You'll be the connective tissue between candidates, interviewers, and recruiters — owning the logistics and experience that make people want to join us before they've even gotten an offer.
Why you should be interested
You'll own the candidate experience at a category-leading AI company. You'll sit at the intersection of recruiting and operations, with visibility into every role we hire for. The impression you make will influence whether the best people in the world choose to work here.

Requirements

• Exceptionally organized. You run on checklists and calendar hygiene, and nothing falls through the cracks under your watchful eye.
• Clear communicator. You write and speak with warmth and precision — candidates feel taken care of throughout the process.
• Operational and process-obsessed.
• Comfortable with ambiguity. You can prioritize on the fly, adapt when things change, and stay calm when ten things need to happen at once.
• Tech-savvy. You've worked in an ATS (Greenhouse, Ashby, or similar CRM) and know how to use tools to stay organized and efficient.
• People-first. You genuinely care about the candidate experience and understand that recruiting is usually a person's first impression of our company.

Responsibilities

• Coordinate interviews end-to-end — scheduling, confirmations, logistics, and follow-through — across all open roles.
• Serve as the primary point of contact for candidates throughout the interview process, ensuring they feel informed and valued at every step.
• Partner closely with recruiters and hiring managers to keep pipelines moving and flag blockers early.
• Own the integrity of our ATS — keeping candidate records, stages, and data clean and up to date.
• Build and refine coordination workflows, templates, and processes that scale with our hiring volume.
• Assist with sourcing, job postings, and offer logistics as needed.
• Track recruiting metrics and help produce regular reporting on pipeline health and time-to-fill.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed